# How we would run a 1,500-dealer meet in Jaipur **This is a plan, not an event we have run.** There is no client and there are no results here. It shows how we would run this occasion with modules that work today. Screens are real screens from other Sociana apps, captioned with the app they come from, or marked as concepts. 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. Illustrative scenarioJaipur, three hotels and one convention lawnTwo nights, three days1,500 dealers and about 60 company staff[Dealer & partner meets](https://sociana.in/event-types/dealer-and-partner-meets/) ![Profile of a test account with an Accommodation card naming the hotel with check-in on 27 July and check-out on 29 July, contact email blurred, Delete Account, version and Log Out](https://sociana.in/screens/hccb-partners-meet-2026/2026-10-07-14-16-35-2.webp) ![Agenda with Day 0 to Day 3 pills and a day list of arrival, lunch, hi-tea and dinner with times and venues](https://sociana.in/screens/unstoppable-nami-2026/2026-10-05-15-08-19-1.webp) ![Organiser scanner for the Hyderabad main event set to Entry, with counters for 1,132 of 1,425 entries and 940 of 1,425 merchandise handovers above a blurred attendee list](https://sociana.in/screens/engen-2026/2026-10-05-14-11-00-1.webp) 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 plan at a glance Status Illustrative plan, not a delivered event Headcount 1,500 dealers and about 60 company staff Place Jaipur, three hotels and one convention lawn Span Two nights, three days Sign-in Phone OTP, guest list only Who uses it Dealers · Distributors · Regional managers · Channel team Package Participation & Rewards ## The brief 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 ## What we would switch on, and why 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. ### [Guest lists](https://sociana.in/features/guest-lists-and-approvals/) 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 - This number is not on the Dealer Meet guest list. - Call the dealer help desk - Try another number ### [My Stay](https://sociana.in/features/hospitality-requests-and-my-stay/) Dealers confirm ID and travel in the app; the travel desk publishes hotel, room and pickup slot back to each dealer's own card. ![Profile of a test account with an Accommodation card naming the hotel with check-in on 27 July and check-out on 29 July, contact email blurred, Delete Account, version and Log Out](https://sociana.in/screens/hccb-partners-meet-2026/2026-10-07-14-16-35-2.webp) Real screen from HCCB Partners Meet 2026: Profile, accommodation with check-in and check-out ### [Groups](https://sociana.in/features/groups-and-cohorts/) 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 - Zone: West - Hotel group: B - Zone quiz opens at 6 pm on the lawn ### [Agenda](https://sociana.in/features/agenda-and-show-flow/) A show flow per day with Live and Up Next badges; the awards running order stays hidden until the evening. ![Agenda with Day 0 to Day 3 pills and a day list of arrival, lunch, hi-tea and dinner with times and venues](https://sociana.in/screens/unstoppable-nami-2026/2026-10-05-15-08-19-1.webp) Real screen from Unstoppable NAMI: Agenda, Day 0 schedule ### [QR attendance](https://sociana.in/features/qr-attendance-and-activities/) 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. ![Organiser scanner for the Hyderabad main event set to Entry, with counters for 1,132 of 1,425 entries and 940 of 1,425 merchandise handovers above a blurred attendee list](https://sociana.in/screens/engen-2026/2026-10-05-14-11-00-1.webp) Real screen from enGen X: Scanner, Entry and Merchandise counters ### [Quizzes](https://sociana.in/features/live-quizzes/) Short quiz rounds on the product range between sessions; a manager opens each question from the stage and correct answers score for the zone. ![Quiz page with multiple choice trivia questions about cinema and music, answer buttons, a Submit button and a correct answered scoreboard](https://sociana.in/screens/lakshya-26/2026-10-07-14-04-53-1.webp) Real screen from Lakshya 26: Quiz, trivia questions ### [Awards](https://sociana.in/features/awards-and-nominations/) Category cards for the awards night, published only after each winner walks off the stage, so the app never spoils the envelope. ![Awards tab showing a grid of gold Winners trophy tiles; the partner business names under each tile are blurred](https://sociana.in/screens/hccb-partners-meet-2026/2026-10-07-14-16-32-2.webp) Real screen from HCCB Partners Meet 2026: Awards, winners grid (names blurred) ### [Leaderboards](https://sociana.in/features/unified-leaderboard/) One board fed by quizzes, scans and feedback, switchable between dealers and zones, with staff accounts excluded. ![Tiger League with Overall, Tech and Culture filters, a three place podium and ranked rows with points; employee names are blurred](https://sociana.in/screens/tiger15/2026-10-06-12-55-08-2.webp) Real screen from Tiger15: Tiger League, overall podium ### [Help desk & SOS](https://sociana.in/features/help-desk-sos-and-phrasebook/) Call, WhatsApp and email help, plus the control room and the nearest hospitals to each hotel, one tap from Home. ![Emergency page with national emergency, operations control, hotel and police cards, two mobile numbers blurred, and nearest hospitals with distance and phone](https://sociana.in/screens/hccb-partners-meet-2026/2026-10-07-14-16-34-2.webp) Real screen from HCCB Partners Meet 2026: Emergency, control room and nearest hospitals Run plan ## Day by day 1. Four weeks to one day before ### Every dealer arranged before they pack - Import the dealer list with zone, hotel group and arrival mode; invitations go by SMS and email with store links. - Dealers confirm ID and flight in the app; the travel desk works the gaps from the operations sheet. - Arrangements publish ten days out; one reminder goes to anyone who has not opened them. - Rehearsal on the lawn two days before. 2. Day 1 · arrivals ### Airport to room without a queue - Pickup slots every 30 minutes from 9 am, named on each dealer's card. - Check-in desks see the same room list the dealer sees. - Welcome dinner from 8 pm with an entry scan and a short zone quiz. 3. Day 2 · business day and awards ### The day that matters to the channel team - Plenary scan from 9:30 am; product sessions with live polls and two quiz rounds. - Session feedback unlocks as each session closes. - Awards from 7:30 pm; the zone board goes up on the LED wall at the close. 4. Day 3 · departures ### Out on time, nothing left behind - Checkout and drop times pushed by hotel group the night before. - Gift counter scans close at noon; the help desk stays open until the last airport drop. 5. The week after ### The list the channel team asked for - Export of arrivals, session scans, quiz scores and feedback by dealer and zone. - The app stays live for twelve months. Team ## Who would do what | 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 ## From order to wrap-up 1. Six weeks outOrder, brand kit and dealer list format agreed. 2. Five weeks outDealer list imported with zones and hotel groups. 3. Four weeks outApp live on both stores; invitations sent. 4. Three weeks outTravel details collected in the app. 5. Ten days outArrangements published to every dealer. 6. One week afterExports and the outcome summary handed over. For the organiser ## What your team would see ### Arrivals as they happen The operations sheet shows each dealer's arrangement as waiting, provided or verified, with flight changes flagged. ### Who was in the hall Scan counts per point and zone, so a regional manager sees who skipped the product session. ### The awards on one phone The awards owner publishes each winner card from their phone as the name is read out. Risks ## What could go wrong, and how we would handle it **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 ## ₹3,32,000 to ₹4,77,000 + GST 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 | [See the Participation & Rewards package](https://sociana.in/pricing/participation-and-rewards/) ### Billed on actuals, outside the band - WhatsApp utility messages at ₹0.25 each and marketing messages at ₹1.1 each, on actuals - Travel, food and stay for any on-site Sociana staff - Reward fulfilment passed through at cost plus 10% handling ### Notes - Participation & Rewards already includes hospitality, groups, quizzes, awards, the leaderboard and venue screens, so none of those is an extra line. - All figures are list prices in rupees, exclusive of 18% GST. - Price list valid until 31 Mar 2027; your quote is itemised against the same list within one working day. ### Not in this plan - We do not book flights or hotel rooms; the travel desk or agency books them and the app publishes the result. - Badges are not printed by the platform; the dealer's QR on the phone is the pass. - Venue maps are published images, not live indoor navigation. Real events ## Where these modules have already run Customer stories from events we did run, which used the modules this plan relies on. [HCCB Partners Meet 2026 · Partner meet](https://sociana.in/case-studies/hccb-partners-meet-2026/)[GCOO Conclave 2026 · Executive conclave](https://sociana.in/case-studies/gcoo-conclave-2026/)[Unstoppable NAMI 2026 · Annual strategy meet](https://sociana.in/case-studies/unstoppable-nami-2026/)[Tiger15 · Anniversary celebration](https://sociana.in/case-studies/tiger15-tiger-analytics/) Questions ## About this scenario Has Sociana run this exact dealer meet? 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. How do 1,500 dealers find their own pickup and room? 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. Can zones compete without staff topping the board? Yes. Dealers sit in zone groups, the board switches between dealers and zones, and staff accounts are excluded from the rankings. ## Planning something like this? Send us your date, city and headcount. We will turn this plan into yours, with an itemised quote within one working day. [Book a demo](https://sociana.in/contact/)[Talk on WhatsApp (opens WhatsApp in a new tab)](https://wa.me/919145897433?text=Hi%20Sociana%2C%20I'm%20looking%20at%20the%201%2C500-dealer%20annual%20meet%20in%20Jaipur%20scenario%20%28%2Fscenarios%2Fdealer-meet-1500-dealers-jaipur%2F%29%20and%20would%20like%20to%20know%20more. "WhatsApp · replies Mon–Sat, 10:00–19:00 IST") --- Canonical: https://sociana.in/scenarios/dealer-meet-1500-dealers-jaipur/ Publisher: Sociana by Alien Brains Private Limited (https://sociana.in/)