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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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Preferred Partners
Consider these Preferred Partners for your events:

A/V
BossTab.com
SmartSource Rentals
AMP Audio Visual
Armodilo Display Solutions

Book Celebrity Talent
Book Celebrity Talent and Speakers

Booth and Exhibit Designers
3DA Display
Diper Exhibitions
Infinity Exhibits
Signworld America
BuildASign.com
Nimlok
Epic Displays
Watson Productions
Octametro
The TradeShow Network Marketing Group
EZ Backdrops, Inc
ACI Design

Catering
Dick's Last Resort San Antonio

Computer & Technology Rentals
SmartSource Rentals

Educational Content Development
Jason Kiesau

Entertainers
All Things Speaking
The Not Old Better Show
Dave Davlin

Event & Meeting Planners
Corporate Dimensions LTD

Event Analytics
Bear Analytics

Event Labor
AF Services, Inc.

Event Management Software
ShowGo Software
Conferences i/o
ConfPlus
Expo Inc.
Poken

Event Media
BossTab.com
EMC Events, a division of EMC Outdoor
Conferences i/o

Event & Meeting Planners
Origin Event Planning
Liz King Events
Plan Ahead Events Nashville South
American Conference Marketing

Event Webcasting
Digitell Inc.
Performedia

Experiential & Event Marketing Agencies
Watson Productions
Headshot Photo Lounge, Event Photography, Hashtag printing NextGenEventCo.com
EMC Events, a division of EMC Outdoor

Furniture Rentals
Diper Exhibitions

Hotels & Conference Facilities
Hilton Orange County / Costa Mesa
Renaissance Palm Springs Hotel
Marriott Plaza San Antonio
Sugar Land Marriott Town Square
Hilton Boston Back Bay
Renaissance Portsmouth-Norfolk Waterfront Hotel
Hilton Fort Worth
Hilton St. Petersburg Bayfront
Four Points by Sheraton Manhattan Midtown West
Crowne Plaza Atlanta Perimeter at Ravinia
The Westin Princeton at Forrestal Village
Hilton Minneapolis / St. Paul Airport Mall of America
Sheraton Indianapolis City Centre Hotel

Independent Sales Representation
RepHunter, Inc

Language Translation Services
International Simultaneous Interpreters

List Building / Data Conversion
Bear Analytics

Marketing Services
Jim Nowakowski

Photography Services
Khaaliq Thomas Photography
Headshot Photo Lounge, Event Photography, Hashtag printing NextGenEventCo.com

Premium Items/Giveaways
Sweet Wrappings

Printing Services
BuildASign.com

Professional and Motivational Speakers
Kathy Gruver, PhD
Book Celebrity Talent and Speakers
Enes Smith Presents - The Body Language of Like
SpeakerMatch - The World's Largest Speakers Bureau
Jason Kiesau
The Productivity Experts
Jim Nowakowski
Dave Davlin
All Things Speaking
David Morey - Speaker/Author/Strategist and Performer
The Not Old Better Show
John Mattone-Global, Inc.

Public Relations Agencies
ThePRFreelancer, Inc.

Security Services
AF Services, Inc.

Seminar Organizers/Producers
John Mattone-Global, Inc.

Technology
Expo Inc.
ConfPlus
Poken

Trade Show Booth Traffic Builders
Sweet Wrappings
Corporate Dimensions LTD
Octametro

Travel Services
Book Your Trip

Venues
Dick's Last Resort San Antonio

Video Production
AMP Audio Visual

Virtual Event Management
Digitell Inc.