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Tips For Coordinating Your Event Schedule

Many businesses develop customer relationships at trade shows. The face-to-face aspect of a trade show exhibit can build rapport and trust with clients. However, the logistics of exhibiting at a trade show can be challenging and expensive. If logistics are not handled correctly, your exhibit materials and equipment may be delayed or lost. 

Consider these tips for your next event:

Thinking about the process

Once you decide to attend a trade show, think about the process. You’ll need to decide exactly how your exhibit area will look. All items will need to be shipped to the event location. Someone will need to ensure that everything is set up before the trade show starts.

Your sales and marketing staff will staff the exhibit. They will need details on the event location, dates and times. Finally, someone will need to pack up and ship your exhibit items back to your company. Rather than plan all of this on your own, you may consider hiring a logistics company.

Choosing a logistics company

Ask the logistics vendor for references. Speaking with a reference is a great way to evaluate a business. Ask the reference how their trade show was handled. Would they use the same firm again?

Ask the logistics business if they offer advanced warehousing. This feature allows you to ship trade show items to the event location and store them. Some logistics firms have warehouses around the country. They can store your event items near the event site. Advanced warehousing helps ensure that your event equipment arrives at the venue on time.

Using an account coordinator

Most logistics firms will provide an account coordinator to help manage your event. Trade show advisor points out that your sales and marketing staff needs to focus on promotion. You don’t want your sales staff to spend time on logistics. Many businesses shift the logistics responsibility to an account coordinator.  

Here are some of the details that an account coordinator can address:

·  Shipping: Schedule the date and time for your exhibit items to be shipped. Ensure that the items are carefully handled. Fragile items can be packed with padding. Your exhibit items also need to be labeled correctly. The coordinator will fill out the shipping paperwork early. One copy will go with the items being shipped, while the coordinator retains a separate copy.

·  Storage: Once the items arrive, they need to be securely stored until the event starts.

·  Set-up: The coordinator can find your exhibit location and set up the exhibit for you.

·  Tear down: A coordinator will pack up your exhibit after the show. They will ensure that the shipment is properly labeled. The firm will track the shipment of your goods back to your office.

Using an exhibit at a trade show is a great way to build relationships with customers and prospects. Consider hiring a logistics company to make sure your trade show exhibit is a success.

 

 

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