Are you exhibiting at an upcoming event, whether it’s an outdoor event, a festival, a conference or a trade show, and don’t know where to start. Getting organized starts with making a list to ensure you’ve got all your bases covered.

Start with an event checklist and make sure that every single task – no matter how big or small – is detailed on that list. The event checklist will be your savior when things get chaotic as you approach D-day!

When planning to exhibit at events like festivals, conferences, trade shows, or other special events, it is crucial that you successfully create structure and lay out your event plan well ahead of time. It is also important that you share the information with the other stakeholders who are working with you. Whether you are using an event planning company or not, you need to have a level of control over what happens at your booth to ensure you get the outcome, usually leads and sales, the reason you’re attending the event in the first place.

Producing a cohesive event where everyone is on the same page requires communication and planning. And the best way to achieve that is with a comprehensive and dynamic event checklist. The size and complexity of the event plan will vary depending on the size of the event, but the basic challenges are the same.

Stage 1 – Research and Goal Setting

Start by verbalizing your goals with this particular event. Is it a social event? A celebration? The launch of a new product or brand? Is it a trade show that you have to fit into? Or is it your own event? The type of event will affect your goals and how best to achieve them. We cannot emphasize enough how important this is to the success of your event.  Just attending to meet people will not necessarily result in more sales for your company. Be vigilant and brainstorm with your team about your goals.

Once you have figured out your reason for attending the event along with your written goals the event is expected to achieve, you need to work on your revenue objectives and how those are affected by possible costs of [ticketing – not sure what you mean about ticketing?].

Depending on your target audience, you should be able to estimate the number of attendees and then costing becomes more quantifiable. Consider getting sponsors who will defray expenses but remember not to sell out and lose control of your event.

Stage 2 – Design the Event

If you are planning the entire event, of course you have to start by deciding on a date and venue. Those are two decisions you need to work around which cannot be changed.

Then tie down details like guest speakers, style of the event and other important logistics. Consult with industry professionals on the best possible options that will make your event a “must-do” on the calendars of your target audience.

Stage 3 – Brand the Event

Whether you’re planning the event or just exhibiting, your branding should fit in aesthetically with your event or booth décor. A cohesive look and feel will add an element of sophistication and make it feel like something attendees will not want to miss.

Today’s marketers know that there are many exciting new options for branding that enable you to surprise and delight your guests with your ingenuity. From gifting to creative social media, the event can be an immersive experience for all who attend.

Stage 4 – Coordination and Day-Of Planning

With so much to coordinate and plan, there is a strong case for hiring professionals. Having an event planner is one way to go, but if you do not have the budget for that, make sure you have a comprehensive checklist, ideally in the form of project management software with a convenient mobile app that has the right features for event management. Some of these apps have the ability to track costs and tasks with automated alerts. They even offer a communication and a collaborative platform to reduce unnecessary emails. Being comfortable with one of these apps can help you avoid all kinds of stress for you and your staff on the day of the event. Scour the internet with research and you may be surprised to discover how much you can do using your team and their talents.

Red Iron Brand Solutions Can Help Make Your Event a Success

Red Iron Brand Solutions is the go-to expert on branded and blank event marketing products. We are a specialized niche that is innovative and at the forefront of new products and growth. With our innovative product offerings, industry knowledge, and unique techniques, we are leaders in the early advancement of new and original event displays. Contact us today or call 800-325-3824 to discuss the needs on your event checklist.