“Our meet is a long dinner and a slide deck nobody remembers.”
The agenda is cut to three or four messages, each with a short session, a product on stage or a dealer's own story.
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BTL & Activation · Events & exhibitions · Dealer meets
Dealermeets
Since 201565+ in-house team6 cities
A dealer meet is worth what dealers do after it: targets they believe in, and orders on the book.
A strategist calls you in one working day.
/ 01 Dealer meets
A meet your dealersact on.
A dealer meet should change what dealers do next quarter. PromotEdge runs dealer meets and channel conferences for brands across India, so dealers leave with schemes signed and orders booked.
We build the day around one question: what must your dealers do differently next quarter? Then they sign up for it before they leave the hall. Delivered through PEXORA, a joint venture of PromotEdge and Prodigy.
Who it's for. The sales head who owns the annual or regional meet, at brands selling through dealers, from industrial makers to consumer brands. For a brand moving from selling harder to being wanted, the meet is where dealers hear the new story first. Want trade shows and launches on one calendar? Read events and exhibitions. For schemes between meets, see trade and channel marketing.
- 2015working with Indian brands since
- 65+in-house team: strategy, creative, media and tech
- 4pillars under one roof: strategy, advertising, digital, on-ground activation (BTL)
- 6cities: head office in Kolkata, teams in Mumbai, Delhi, Bangalore, Guwahati and Bhubaneswar
/ 02 What's included
From invitationto the order desk.
| Part of the meet | What we handle | What you receive |
|---|---|---|
| Agenda | Sessions, speakers and timings built on what dealers must do next quarter | A minute-by-minute run of show |
| Invitations and RSVP | Design, WhatsApp and email sends, RSVP tracking by region | A live attendee list with travel needs |
| Venue, travel and stay | Venue shortlist, room blocks, flights or trains, transfers, help desk | Venue contract, rooming list, travel sheets |
| Stage, sound and light | The PromotEdge group delivers the stage, LED wall, sound, lighting and branding, with an on-site crew | 3D stage views, tested a day ahead |
| Content | Session decks, product films, dealer stories, scheme sheets in local languages | Final decks, films and WhatsApp-ready sheets |
| Recognition | Award categories tied to targets, trophies, citations | Award list, scripts, trophies, photos |
| Order and sign-up desk | Scheme enrolment and order booking on tablets | Sign-ups and orders by dealer, same day |
| Follow-up | Thank-yous, scheme reminders, photos, feedback form | A report on attendance, sign-ups, orders |
You choose what stays with your team; some keep travel with their own agent. Formats differ by industry. An FMCG (fast-moving consumer goods) company may gather distributors at one hotel for a scheme launch. A cement or pipes brand often holds district-town meets. A construction equipment brand may add a demo ground.
/ 03 Signs you need this
Your last meetprobably felt like this.
“Dealers come for the trip and the gala night, not the targets.”
Awards and trips are announced against next year's scheme, so the fun part points at the work.
“Half the dealers we invite don't turn up.”
Invitations go early, by WhatsApp and through area managers. RSVPs are tracked daily, and travel is booked only for those who confirm.
“We launch a scheme on stage, and by next month nobody remembers the slabs.”
Every dealer leaves with a one-page scheme sheet in their language, sent again on WhatsApp the next morning.
“We can't tell whether the meet brought any orders.”
An order and sign-up desk runs at the venue, and orders are tracked against the dealers who attended.
“Our sales team spends the meet sorting out rooms and buses.”
Our crew runs room lists, pick-ups and a help desk, so your team can work the room.
Planning a dealer meet for next season? Tell us the dealer count and the region, and we will sketch the day. Get a free growth plan
/ 04 How we plan it
Ten weeksto the main stage.
A typical plan for a national meet of a few hundred dealers. Regional meets in smaller towns can be done faster.
- 01
Week 1: the business brief
We sit with the sales head: a new range stocked, a scheme adopted, more sub-dealers, orders through an app? The answer decides the rest.
- 02
Weeks 2–3: format, city, venue
One national meet or several regional ones, chosen around dealers' travel and your sales calendar.
- 03
Weeks 3–5: invitations and logistics
RSVPs come in, rooms and travel are blocked. Area managers get a daily list of dealers who haven't replied.
- 04
Weeks 4–8: content and stage
Sessions written, films made, scheme sheets translated, stage and branding approved.
- 05
Week 9: rehearsal
Speaker run-throughs and a full technical rehearsal the day before. Award names are checked twice.
- 06
Meet day and after
Registration, help desk, stage, order desk and photos. Next week, scheme sheets go out, and absent dealers are briefed by their area manager.
Tell us what’s not working. We’ll send you an honest one-page growth plan, free.
Go deeperMore on this
How we deliver it, and why
- Start from one thing dealers must do next quarter. A clear goal lets us cut every session that does not serve it. A one-page brief the sales head signs.
- Invite early and chase RSVPs daily. Area managers know their dealers, so a daily list gets the calls made. A live attendee list by region.
- Put the order and scheme desk inside the venue. A promise made on stage is easiest to act on while the dealer is still in the room. Sign-ups and orders by dealer, the same day.
- Follow up within a week. Dealers who missed the meet need the story too. Scheme sheets on WhatsApp, absentees briefed.
Go deeper: who sets standards for events
Industry body
EEMA, the Event and Entertainment Management Association, calls itself an autonomous, non-profit body of registered companies, institutions and professionals in events and experiential marketing. Its site lists health, safety, sustainability and code-of-conduct documents, which are worth asking any organiser about.
Source: EEMA website, read 10 October 2026
AI in dealer meets: today and next
Today
Google says Translate can translate uploaded files in place without losing their formatting. That helps with a first draft of a scheme sheet in a local language. Zoom lists meeting summaries and, on its paid plan, live audio translation, which suits a regional online meet. We always have a native speaker read a scheme sheet before dealers see it.
Source: Google Translate and Zoom product pages, read 10 October 2026
Next
Our view: AI will make local-language material faster, and the numbers in a scheme will still need a person to check them. Planning a meet? Ask us.
Not sure whether one national meet or several regional ones suit you? Let us think it through with you. Talk to us
/ 05 Cost
What a dealer meetcosts.
Most of the cost is venue, food, stay and travel, and it grows with every dealer who confirms. We do not publish a price list. Our fee is on its own line. Your quote comes within 2 working days.
What affects the cost
- Number of dealers, and whether sub-dealers or spouses come
- One day, or overnight with a gala evening
- City and venue: district-town hotel, metro five-star or resort
- Travel and local transfers
- Stage scale: LED wall, sound, lighting, effects
- Content, awards, gifts and trip incentives
How we quote
- You tell us the dealer count, the city, and one day or overnight.
- We shortlist venues against your dealer list and sketch the stage and agenda.
- We write the scope: sessions, awards, registration, on-site team.
- You get a quote with our fee on one line. Venue, rooms, food and travel are at actuals, shown before you approve.
What you get in the quote
- Venue and room plan for the confirmed dealer count
- Stage, LED wall, sound and lighting
- Product films, scheme sheets and translations
- Registration, help desk, order desk, photography and awards
Liquor, entertainment artists and gifts are usually billed at actuals.
We start with logic and your numbers, not with ideas we happen to like.
/ 06 What happens next
What happensafter you ask.
For projects we think we can help, this is how it goes.
- 01
A strategist calls you
In one working day: a 30-minute call with one of our strategists about your business and what is not working.
- 02
You get a 1-page plan
A short, honest plan: what to fix first and what we would do. It is free.
- 03
A quote, if you want one
If you want to go ahead, we send a quote within 2 working days.
We confirm the timeline in the quote. Contracts start at 3 months, with 30 days' notice to stop.
Brands and people are named only as public examples. They are not PromotEdge clients or endorsers unless stated.
Keep exploring
Related pages.
The same work in your city and your industry, and the services that go with it.
What people say
In their own words
“Hi, my name is Hitesh Malhotra. I'm working in FIVB. We are working with PromoteEdge (with Team Sayantan). I would like to give you a brief detail. …”
Hitesh MalhotraSports Development at Fédération Internationale de Volleyball - FIVB“I really want to thank Sayantan and his team from PromotEdge because what I find good in them is that, the team. When the team is wonderful, the outcome will definitely be wonderful. …”
Abhijit BhattacharyaFormer Captain Indian VolleyBall Team; and Founder of Brahmaputra Volleyball League“The PromotEdge Agency stay with us all these 3 days, since when we arrived..more, more than 3 days. Since in the airport, they stayed together with us (FIVB team). …”
GibaBrazilian Former Volleyball Player
No pressure. No sales pitch.
Tell us what dealers must do next.We'll plan the meet around it.
Straight answers.
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It depends mostly on how many dealers attend and whether they stay overnight, since venue, rooms, food and travel are paid per head. A one-day regional meet in a district town costs a fraction of a national resort meet, and meets for real estate brokers or healthcare distributors are costed by head and by night, too.
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About ten weeks for a national meet. Allow longer if it falls in the wedding season or near Diwali, when good venues and rooms fill up early. Regional meets in smaller towns can be planned in four to six weeks.
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A national meet builds pride and lets top dealers meet your leadership. Regional meets reach more of the channel, cost less per head and can run in the local language. Many companies do both: a national meet for the top tier, regional meets for the rest.
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Against what you wanted dealers to do. We track attendance against invitations, then scheme sign-ups and orders booked at the meet. In the following weeks we compare orders from dealers who attended with those who didn't, so you see what the day changed, not only who came.
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In most states, serving liquor at a private event needs a temporary licence from the state excise department, unless the venue's own licence covers it. Rules and fees differ by state, so we check with the venue well ahead. Take this as general guidance, not legal advice.
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Yes. Our servicing team is based in cities across India, and planning runs hybrid. We talk every day and meet you in your city at least once every three months. For the east, see events in Kolkata. Dealers in smaller towns can be brought together in regional meets.
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It turns your sales goal into a day dealers act on: it plans the agenda, sends invitations, books venue, rooms and travel, builds the stage and runs the day from registration to the order desk. Afterwards it reports on attendance, sign-ups and orders.
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Ask what they will measure. A good organiser starts from what your dealers must do next quarter, and the venue and gala come after. Ask for a past run of show, how RSVPs and orders are tracked, and who your single contact will be on the day.