Markit has teamed up with three large events so far this year. These are annual conferences we work on every year with up to 4300 attendees. This year they were in Indianapolis, Phoenix and Kansas City.
Working closely with event planners, we understand the challenges they face when producing outstanding events. From monthly meetings to International Conventions, and everything in between, the checklists are similar for planning successful and stress-free events.
In this issue of "Markit in a Minute" we offer tips to:
Because Attendee Lists, Agendas, and Speakers often change, you can't avoid last minute projects when printing for an event.
Changes are budget killers and create unnecessary crisis just when the event is about to start. You may not be able to avoid last minute changes, but you can be prepared for those eleventh hour alterations.
Here are some tips to avoid the crisis.
In complex design projects, don't include elements that may change.
Print important pieces ahead of time to save money.
Design the items that can change so that they are simple, inexpensive print projects like black & white inserts.
Set a deadline for all changes to be completed and go to print.
Print these items ahead of time:
Day One Newsletters
Letter from the President
Speaker Bio Inserts
Trade Show Floor Plans
Print these items that commonly change last:
Speaker Event Programs
Think of your Event Printing like a grocery list. Get your big shopping out of the way ahead of time, so you only have to stop at the convenience store for the occasional bottle of milk.
Taking your entire grocery list to the convenience store will cost you twice as much and you'll have to settle for some substitute items that you're not happy with.
Event Pop Up Stores
Last month we set up and ran a Pop Up Store for a customer at an event in Indianapolis with several thousand attendees.
For years we've supplied the registration materials like water bottles, bags and name badges for the annual HEUG Conference. This year we took our relationship to the next level, managing a store where attendees could purchase theme and branded items as event souvenirs.
It was a huge success!
As with all of our services, we aim to take things off our clients' desks and make their jobs easier. What could have been a daunting task for the event planner or association team was a breeze.
They showed up and voila - their Pop Up Store was bustling.
We were given creative control on purchasing items to sell, along with designing the layout of the store. We also managed freight and set up and provided staffing.
Along with offering Association branded items, the event was held on St. Patrick's Day weekend, so we went all out on the GREEN which promoted a lot of fun! Lighted LED Fedoras sold out in a blinking flash!
We also changed decorating and displays each morning enticing new daily traffic. Updates on Twitter announced specials and prizes which gave the association something fun to blog about.
Some items were race themed for this specific event "Alliance 2013" and we designed tire track hats and t-shirts.
Knowing there would be lots of ladies, we dazzled the bling lovers with some pretty snazzy retractable "blingyards" to wear their ID Badges.
Since many of the attendees alternate with other people on who attends this show, there were lots of people buying things for their officemates. The big winners were the Stylus Pen and Rockin Ray Paper Clip Holder.
Tire track coffee mugs and gripper tumblers were popular, along with long sleeve dress shirts for the men.
Our team sported different apparel each day and had fun with the themes.
It was a blast meeting the attendees and pretty fun watching the excitement build and see the pride of the event leadership while people were buying their brand.
Benefits to Event Branding:
Supports the brand
Bonds leadership and attendees
Makes the Event Planner look fantastic!
Accuracy in Shipping to Events
We've been providing event materials for a long time and managing a Pop Up Store across the country gave us first hand experience with shipping to event facilities.
Since distribution is often handled by a third party, it is vital that the products you are sending are marked exactly as instructed.
Don't get Lost in the Shuffle
Freight management companies often will receive shipments off-site with a deadline after which they will not accept anything. This is because they have to load up the trucks to transport the pallets to the event facility.
Often these freight managers will have set arrive times up to 12 hours before. Then within 12 hours from the time the event is over, everything is sent off again before the next event.
Late arrivals will guarantee lost packages.
Typically there are very specific instructions for your boxes and improper labeling can result in lost shipments, so read carefully.
Here are some more Shipping Tips:
Carry the critical things you need for the first day if possible. Registration lists, schedules, contact information etc.
Know the delivery deadlines to avoid RUSH charges.
Number Boxes with 1 of 5, 2of 5 etc. to be sure everything arrives and are quick to inventory.
Know drop off times when your materials are expected at the facility. If your booth is in a location with public access, you'll want to be sure to be there first.
Create Simple Labels in a Word Document that can be quickly printed and taped onto packages. Send this as an attachment to all of your vendors.
Accuracy of the distribution of your shipped items is critical. Using these tips will help to avoid stress and get everything where you need it ahead of time.
Want more ideas?
Talk to an expert today 1.877.553.0857