Challenges

Mirror Ink was tasked with transforming CGS Oris' event management process from the ground up—creating a comprehensive system for event planning, vendor sourcing, inventory management, and internal communication. Over the course of the partnership, Mirror Ink managed the planning and execution of over 50 events for CGS Oris, helping to streamline operations and improve event outcomes.

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Objectives:

Organize and Streamline Event Planning: Establish clear guidelines, processes, and best practices for planning and executing events.
Vendor Sourcing & Selection: Identify and manage the selection of vendors to ensure high-quality and cost-effective event execution.
Inventory Management: Organize and track event materials and promotional products to ensure readiness for each event.
Internal Collaboration: Work with multiple departments within CGS Oris to improve communication, align on goals, and create a cohesive event strategy.‍
Develop Event Playbook: Create a comprehensive playbook with standardized event processes and checklists for future use.

Solutions

Process & Implementation

Mirror Ink’s approach to transforming CGS Oris' event planning involved a multi-phase process, with a focus on creating sustainable practices that would benefit the organization in the long term. Key actions included:

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Vendor Sourcing & Selection

Mirror Ink assisted CGS Oris in sourcing and selecting reliable vendors for various event needs, including exhibit houses, promotional product suppliers, and logistics partners. This ensured high-quality materials and services at competitive prices, improving the overall event experience.

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Creation of an Event Playbook

One of Mirror Ink’s key contributions was the development of a comprehensive event playbook, which included:

A step-by-step guide on event planning from start to finish.
Clear checklists for each phase of the event process, including budgeting, logistics, and post-event follow-up.
Guidelines for sourcing vendors, managing event materials, and coordinating with internal teams.
This playbook became a go-to resource for the CGS Oris team, standardizing event execution and ensuring consistency across all events.

‍Inventory Management

Mirror Ink organized and implemented a system for tracking and managing event materials and promotional products. This included:

Creating an inventory database to ensure that event materials were readily available and well-maintained.
Coordinating the shipping and handling of materials for events both locally and internationally.
Ensuring that the right amount of promotional products were available for each event, avoiding waste and shortages.

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Stakeholder Meetings & Cross Department Collaboration

Mirror Ink conducted regular stakeholder meetings to ensure that key departments—marketing, sales, leadership, and operations—were aligned on event goals, schedules, and deliverables. By fostering communication across the organization, Mirror Ink helped create a more collaborative, unified approach to event planning.

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Branding & Marketing Support

Mirror Ink facilitated brand sessions with the internal team to ensure that each event aligned with CGS Oris' brand identity and messaging. In addition, Mirror Ink worked closely with the marketing department to promote events more effectively, increasing visibility and engagement with target audiences.

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Event Strategy Development

Mirror Ink collaborated with CGS Oris' leadership team to develop a strategic approach to events. This included:

Identifying the most important tradeshows and events to attend, based on target markets and business goals.
Developing tailored event strategies for each conference or trade show, ensuring that the objectives of each event were met.
Using past event performance data to refine future strategies and make better decisions on event participation.

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Budget Management & Cost Control

Mirror Ink helped CGS Oris manage event budgets, ensuring that costs were controlled while still delivering high-quality events. By establishing clear budget guidelines and monitoring expenses closely, Mirror Ink was able to ensure that each event was executed within budget.

Results

Results:

Efficient Event Execution: Mirror Ink's structured approach streamlined event planning and execution for CGS Oris. Teams were able to follow a clear, repeatable process, which significantly reduced time spent on event coordination and minimized errors.
Improved Coordination Across Departments: By fostering collaboration between various teams—marketing, sales, leadership, and operations—Mirror Ink helped CGS Oris ensure that all departments were aligned and working toward common event goals.
Increased Event Success: With a standardized event playbook, better vendor relationships, and improved marketing efforts, CGS Oris experienced **more successful events**, resulting in higher engagement, increased brand awareness, and stronger business outcomes.
Global Reach: With Mirror Ink’s support, CGS Oris was able to effectively manage events across the globe, ensuring that teams had the resources, guidelines, and support needed to execute events successfully in different countries and markets.
Long-Term Impact: The event playbook and inventory system created by Mirror Ink continue to serve as a foundation for future events, ensuring that CGS Oris can sustain and build on its success moving forward.

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Conclusion

Mirror Ink's intervention transformed CGS Oris' event management process, turning a disorganized and inefficient operation into a streamlined, strategic event program. By creating an event playbook, improving cross-department communication, and sourcing quality vendors, Mirror Ink helped CGS Oris execute **over 50 successful events** globally. The improvements in planning, budgeting, and collaboration have not only enhanced the quality of events but have also set the stage for more effective and efficient event management in the future. Through this partnership, CGS Oris has been able to leverage events as powerful tools for business growth and global brand recognition.

CGS Oris - Streamlining Event Management

Challenges

Solutions

Results

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