logistique d’un évènement

Managing event logistics to prepare for a trade show

Managing logistics is one of the most important aspects of attending a trade show. It’s also one of the most challenging, especially for new companies attending a trade show or other trade event for the first time.

From comparing shipping rates to making sure you’re acting in compliance with event guidelines, the process of preparing for a trade show involves many steps.

In this article, the trade show display experts at totm tell you more about managing event logistics and how to successfully plan and attend your next trade show.

What are event logistics?

Event logistics include all the resources and skills needed to successfully plan and implement an event. Logistics needs will vary depending on the type of event – what is needed to run a successful sports event will not be the same as for a concert, for example.

Event logistics are tailored to the specific needs of each client and goal. A logistics professional will plan and optimize the production and transportation flows related to events. This can include the delivery of products for virtual events or the rapid shipment of bulky materials. Managing logistics correctly means that every aspect of attending an event will run smoothly and the event will be a success from start to finish.

Events that require logistics management

Managing event logistics is essential for planning a wide variety of events, each of which has its own unique needs. Some examples are:

  • Trade shows
  • Sports competitions
  • Private events
  • Concerts
  • Theatrical or musical performances

The logistics coordinator adapts to each event by making a unique plan to meet the specific needs of that event. Logistics requirements vary depending on the type of the event, its location, its budget and the number of participants, so it is important to tailor your logistics management to each individual event.

Tips for successfully managing event logistics

With the right approach, managing event logistics is not as difficult as it sounds. Below are some tips you can implement to make the logistics process easier and less stressful. They will help you enjoy the entire process of participating in any trade show.

Contact the event organizer for logistical details

Trade show organizers can provide specific instructions to exhibitors, ranging from where to store your modular booth to how to pack your equipment.

When choosing a trade show, it’s always a good idea to contact the organizers as early as possible to learn about the logistics of that specific event. The event organizer should be able to provide you with a guide explaining where to ship your booth and how to prepare it for the show.

In most cases, you will need to ship your booth several weeks in advance. The event organizer should provide you with complete shipping information, including the schedule for the warehouse where the booths and other event equipment are stored.

The earlier you get this information, the easier it will be to plan your logistics and make a practical checklist for a successful trade show.

Label your equipment

Prior to the event, your booth and equipment will likely be stored in a warehouse with hundreds of other booths shipped and labeled by other attendees.

By carefully labeling your equipment, you reduce the risk of losing or misplacing it. If you forget to label even the smallest item, it could go missing.

Before storing your display materials, label and number each item so that your assembly process is simple and straightforward. This will also make inventory easier and less stressful.

Don’t just label your exhibit booth and its materials. It’s also important to label your shipping containers with your company name and the show you’re attending.

Use a logistics broker

Managing the logistical aspect of an overseas trade show is a big challenge, but a manageable one. From insurance to vital documents, planning a trade show exhibit becomes more difficult when you have to cross a border.

For this reason, it is best to work with an experienced logistics broker if you are attending a trade show in another country or province.

A logistics broker will be able to keep you informed of essential paperwork to fill out before your event. They will also be able to take care of most of the logistical process for you, saving you considerable time and allowing you to focus on preparing for the event itself.

Why ask a professional to manage your event logistics?

There are several reasons why it can be beneficial to entrust the logistics of your event to a professional logistics broker: experience, resources, reliability and respect for deadlines. Let’s take a closer look!

Expertise and resources

Whatever the size of your event, you may not be prepared to handle the sometimes complex logistics of attending it. Why not let a logistics broker who is familiar with the process take care of managing the logistic constraints – from start to finish – for you? You can trust a professional to be rigorous, meticulous and careful to manage every detail.

By entrusting the logistics of your event to a specialized company, you can relax knowing that everything will be taken care of.

Respect for deadlines and quality transport

Outsourcing your event logistics gives you the advantage of being able to count on reliable and timely service. Event logistics professionals have experience managing tight schedules. You can be sure that everything will be handled efficiently and on time for your event.

Hiring a logistics professional also gives you access to quality transportation. No matter what needs to be transported or the destination, they will provide you with the right resources.

A service tailored to your needs

Working with a logistics professional allows you to benefit from personalized service. Whether you need to transport food for the event’s buffet or furniture for a display, the delivery drivers will handle it appropriately.

A complete and professional service guarantees that the goods will arrive safely and intact. The carriers are adapted to the specific needs of your event, and will ensure that all products arrive on time and in good condition.

Choose totm exposition to manage your event logistics

Managing event logistics can be an extremely difficult process, especially if you have no prior experience. Often it is best to leave the logistical aspect of the exhibition to the experts.

At totm exhibition we offer a wide range of services including transportation, logistics, and storage. With our help, you will be able to concentrate all your efforts on making your event a success.

Contact us for more information.