Trade Show / Exhibit Management

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Tradeshow Management by Gaffney Events There is significant value to having industry experts such as Gaffney Events handle time-sensitive trade show logistics on your behalf. In addition to freeing marketing staff from the burden, there are numerous benefits to outsourcing trade show management. With our experience, knowledge and background, our organization is extremely efficient in planning for shows, working with show officials, and arranging freight, travel and accommodations.

The overall expense for trade show management can be reduced significantly simply because of our improved efficiency. It is our job and goal to reduce the cost of exhibiting for our clients. We can often help exhibitors avoid rush fees and other penalties frequently incurred due to overworked marketing professionals who may simply not have the time or bandwidth to meet discount deadlines, schedule freight to arrive via the lowest cost service, or research the best travel packages.

Gaffney Events is a full-service show management company that possesses the knowledge, experience and resources to manage all aspects of trade show planning and implementation. We have a solid and diverse trade show background and have experience managing a wide size-range of exhibit properties. Our involvement can range from “full-service” (start to finish), to managing only certain elements of a show depending on your specific needs. 

We have the capacity to manage and coordinate all of your trade show logistics including:

Exhibit Logistics

  • Complete and submit Application to Exhibit.
  • Review and track deadlines for ordering Exhibit Services from Exposition Company.
  • Complete and submit service orders in advance to receive discounted rates.
  • Determine shipping deadlines, schedule delivery and pick-up of booth.
  • Track freight schedule and confirm that delivery dates are met.
  • On-going communication with Show Management staff to assure the best possible booth location is obtained, and proper company representation and recognition is in the Conference Syllabus and Exhibit Guides.

Exhibit Management

  • Management of Exhibit House; when requested by client, make necessary booth changes and modifications to existing exhibit property.
  • Assistance with output and changes of booth graphics based on audience of show.
  • Monitor booth throughout the year and note any necessary repairs, upgrades, etc. that may be needed.
  • Storage of exhibit property at local Exhibit House.
  • Assist in locating appropriate rental property if requested by client.
  • Design and development of new exhibit properties.

Group Housing & Registration

  • Secure required block of rooms based on client needs.
  • Submit deposits and paperwork in a timely manner prior to deadlines.
  • Provide hotel rooming lists to housing bureau and hotels.
  • Communicate all updates regarding arrival and departure changes directly with the housing bureau and hotels.
  • Complete and submit necessary forms and payment to register attendee badges.
  • Obtain company guest badges for client prior to their arrival.

Corporate / Staff Communications

  • Communicate with client to determine show basics such as attendees and booth schedule.
  • Outline Trade Show schedules, and provide updates based on client's input and direction.
  • Research and communicate advertising and promotional opportunities offered.
  • Provide attendees information regarding their hotel accommodations including confirmation numbers, scheduled arrival and departure dates and details such as shuttle services available.
  • Create and distribute Trade Show Information Packet to show attendees.
  • Information Packet contains pertinent information regarding the show; i.e. official show hours, show location, booth number, functions, assigned booth schedule, equipment rented and hotel confirmation.

Download Sampel Packet Here

On-site Exhibit Management

  • Booth and equipment set-up (arrange electricity, phone, carpet, floral, order Lead Reader, etc.), and manage in conjunction with Expo Company.
  • Confirm with Registration Desk appropriate badges for client prior to their arrival, and submit any last minute badge changes.
  • Distribute company badges to appropriate hotel(s) so attendees can avoid standing in long registration lines on opening day of show.
  • Act as Point-Person for attendees, assisting with any needs they may have during the conference.
  • Troubleshoot and attend to issues that may arise during the show.
  • Booth and equipment tear-down at close of show (pack and label all crates, submit return shipping forms to Expo Company, ship all products and literature back to client, etc.), and manage in conjunction with Expo Company.

Company Sponsored Functions

  • Coordination and management of company sponsored functions held in conjunction with a meeting, such as Advisory Board, Investigator, and Pre-Conference Meetings, Receptions, Evening Symposiums, Industry Breakfasts, and others.
  • Research and locate appropriate venue, and negotiate contract with hotel or meeting facility.
  • Manage registration and place order for all audio-visual and catering needs.
  • Secure dinner reservations for client and company personnel when requested at recommended restaurants.

Trade Show Wrap Up

  • Review and submit invoices for payment.
  • Contact vendors with discrepancies.