One of the biggest things that I stress in the Trade Show and Event industry is the importance of getting ORGANIZED!
There are SO many details on any given event that you really need to pay attention in order to keep your exhibiting dollars in line! I created a Work Order for my events many years ago, and was always coming across additional details that I felt needed to be included. In fact, it was so detailed that you could literally take that information, along with the floor plan, and set the entire event!
In an effort to assist Exhibitors with getting organized for their events, I have created, “The Event Checklist“, which is geared at helping you put all of the pertinent information into one place! I created a PDF Fill-In form that will allow you to type in important information and update it as needed. You can then easily e-mail it to your team members and/or make copies for your Booth Representatives.
The form is broken down into sections to allow for easy reference. I was never one who really liked to hand write anything and always opted to have it typed instead! I guess that’s just part of who I am and the neat freak that I’ve become over the years! 🙂 This form will allow you to have everything nicely formatted for you!
The following is an overview of what is included on the form:
- This section includes all of the important details pertaining to the Event. You will find the event name; facility with address and contact info; event website with username and password info; as well as the event hashtag and expected attendance. The hashtag is very important as you will want to include it on all of your pre-show marketing. I’m always asked what the attendance level is going to be so I’ve included this as well. You need to know this number so that you can have sufficient materials and/or promotional items available.
Show Management Info
- Who is your Point of Contact for the event? Instead of shuffling through pages to find this information, all of this is included in this section.
Exhibit Booth Information
- What is the size of your booth? What’s my booth number? What items are included in my booth space? This section covers all of this along with the exhibitor set-up/strike dates/times and any height restrictions that Show Management has issued.
General Service Contractor Info
- This section includes all of the info pertaining to the hired GSC, which you will order additional services through (i.e. Furnishings, Shipping, Drayage, etc.). It also includes the Advance Order Cut-Off date which you need to pay close attention to in order to take advantage of discounted prices and services.
- This allows for at-a-glance information relating to the advance and show site shipping locations. Receiving dates/hours are included so that you can schedule your shipments to arrive during the scheduled target dates.
- Whether you are able to consolidate your freight (which I highly recommend) or need to send in several shipments, this section allows you to include all of that information in one place. I have broken it down to your Exhibit Display Booth, Products, Promotional Items/Literature, and an Other section. You can make note of the piece count, approximate weight, estimated drayage, as well as all pertinent shipping information. This includes whether your materials are shipped to the Advance Warehouse or Show Site, the date shipped and by what carrier, as well as tracking info and the date it was received. This is definitely helpful for your Booth Representatives in the event that there is an issue on site.
- If you have a preferred carrier for your shipping needs, hopefully you have made arrangements in advance so that you can document the pick-up information here. You need to be mindful of the FORCED date and time to make sure your carrier checks in and is ready for pick-up prior to this time; otherwise, your materials may be forced and loaded onto the preferred carrier of the GSC.
- This section also includes complete Return Shipping Info so that you can reference where your materials are going back to. Even if you supply your Booth Representative with a pre-filled Bill of Lading, chances are that they will need to complete one of the GSC’s as well. If possible, it’s very helpful to have pre-printed shipping labels for your Rep to save time on completing paperwork at the close of the show.
- This serves as an order recap for any additional products and/or services that your booth requires. Under the “Date Ordered” column you can include the items/services that you have reserved as well as the date you placed the order.
- This section allows you to keep all of your hotel reservation info in one place. You want to make sure that you obtain the Business Center fax info in the event that you need to get something to your on-site staff.
- There are several areas where the phone (or fax) numbers are required. You can simply type them in as 1234567890 and it will be reformatted to (123) 456-7890.
I hope you find this helpful in planning for a successful exhibit! What things have you done in the past to get (and keep) yourself organized while planning for an exhibit? Please comment below as I would love to hear from you!