Illustrative scenario · Dealer & partner meets
An illustrative plan, not an event we have run: how Sociana would run a two-night annual meet for 1,500 dealers in Jaipur. Each dealer signs in with the phone number the channel team already holds, sees their own flight, room and airport pickup, follows a show flow built around the awards night and plays a zone-versus-zone quiz on the big screen. The channel team watches arrivals, scans and votes from one admin panel.
Hero screens: Real screen from HCCB Partners Meet 2026: Profile, accommodation with check-in and check-out · Real screen from Unstoppable NAMI: Agenda, Day 0 schedule · Real screen from enGen X: Scanner, Entry and Merchandise counters.
The brief: a building-materials or consumer-durables brand brings 1,500 dealers from 14 states to Jaipur for two nights. Most fly in between 9 am and 3 pm on day one; about 300 drive in from Rajasthan and Gujarat. Dealers stay in three hotels; the plenary, gala dinner and awards share one convention lawn. The channel team wants no dealer asking a stranger where to go, an awards night to remember, and a clean list afterwards of who came, who sat through the product sessions and who won what.
Our answer: a branded app on both stores four weeks out, with the dealer list as the gate and every number mapped to a zone and a hotel group before invitations go. Hospitality, the show flow and the awards carry most of the weight.
Modules
Each module exists in the platform today. Where a public screen exists, it comes from another Sociana app and is captioned with that app's name.
Only numbers on the channel team's dealer list get in. A dealer who has changed phones is let in by the help desk after a call back, never through an open sign-up form.
Concept, not a screenshot
Number not on the list
Dealers confirm ID and travel in the app; the travel desk publishes hotel, room and pickup slot back to each dealer's own card.
Zone groups scope notices, the zone quiz and the zone board. Regional managers sit in a staff group that never appears on the dealers' rankings.
Concept, not a screenshot
Your groups
A show flow per day with Live and Up Next badges; the awards running order stays hidden until the evening.
Staff phones scan the dealer's QR at the plenary, the gala dinner and the gift counter, each with its own rule: once per dealer, inside a time window.
Short quiz rounds on the product range between sessions; a manager opens each question from the stage and correct answers score for the zone.
Category cards for the awards night, published only after each winner walks off the stage, so the app never spoils the envelope.
One board fed by quizzes, scans and feedback, switchable between dealers and zones, with staff accounts excluded.
Call, WhatsApp and email help, plus the control room and the nearest hospitals to each hotel, one tap from Home.
Run plan
Four weeks to one day before
Day 1 · arrivals
Day 2 · business day and awards
Day 3 · departures
The week after
Team
| Role | People | What they do |
|---|---|---|
| Delivery lead | 1 | Owns the plan, signs off screens, runs the rehearsal. |
| Hospitality data | 1 | Imports the list, chases missing IDs and flights, publishes arrangements. |
| App build and content | 2 | Branding, show flow, quiz questions, awards cards and store release. |
| On-site team | 2–3 | Scanners, stage triggers and help-desk cover. |
| Remote ops desk | Shared | Watches arrivals and help requests on all three days. |
Timeline
For the organiser
The operations sheet shows each dealer's arrangement as waiting, provided or verified, with flight changes flagged.
Scan counts per point and zone, so a regional manager sees who skipped the product session.
The awards owner publishes each winner card from their phone as the name is read out.
Risks
Dealers arrive with a different phone number from the one on the list.
The help desk verifies the dealer by name and code over a call and adds the new number; the old one is removed, so one dealer keeps one identity.
Flights land late and pickups bunch up.
The travel desk moves the dealer to a later slot and the new time reaches their card and a push.
The awards list changes on the afternoon of day two.
Winner cards are drafts until published, so a late change is an edit, not a reprint.
Lawn Wi-Fi struggles with 1,500 phones during a quiz.
Questions are short and answers small; we test on the lawn in the rehearsal and keep a 4G router for the stage team.
Price band
Built from the public price list on the Participation & Rewards package. Your quote would be itemised against the same lines.
| Line | Low | High |
|---|---|---|
| Participation & Rewards packageup to 1,000 people | ₹2,25,000 | ₹2,25,000 |
| 500 people above the 1,000 includedper-person ladder on the price list | ₹9,000 | ₹9,000 |
| Remote ops desk for 1 more event daytwo event days are included; ₹8,000 per extra day | ₹8,000 | ₹8,000 |
| On-site Sociana team, 2–3 people for 3 days₹15,000 per person per day | ₹90,000 | ₹1,35,000 |
| Custom branded game for the awards night (optional)₹25,000–₹1,00,000 on the price list | ₹0 | ₹1,00,000 |
| Band | ₹3,32,000 | ₹4,77,000 |
Real events
Customer stories from events we did run, which used the modules this plan relies on.
Questions
No. This is an illustrative plan. Its modules have run at other events, such as the HCCB Partners Meet in Goa and the GCOO Conclave in Jaipur, whose stories are linked on this page.
Each dealer confirms ID and travel inside the app, and the travel desk publishes hotel, room, check-in time and pickup slot back to that dealer's card only. Changes reach the card and a push.
Yes. Dealers sit in zone groups, the board switches between dealers and zones, and staff accounts are excluded from the rankings.
Send us your date, city and headcount. We will turn this plan into yours, with an itemised quote within one working day.