Having the right logistical and operational support is key for executing a smooth and well organised event. It’s vital that you have exhibition logistics in place to help you manage the supply and distribution of goods, storage of props, set-up of your event and many other tasks.
Evaluating operational capabilities
Vetting exhibition partners on their logistical capacity, from booth construction to on-site services is an important part of the process as it enables you to check whether they can deliver the job on hand. Here’s a checklist to make things simpler:
- Start by reviewing their past work to gain an understanding of whether they have dealt with jobs at a similar scale. This will also help you to see whether they can deliver on quality, and capability.
- Find out if they can customise their service. This will help you to understand if they can tailor their work to your specific event needs
- Search for reviews. It’s important you check for both positive and negative reviews to see whether there is a specific pattern occurring. Use tools like Google, Trust Pilot, and industry forums.
- Verify their credentials and experience via business licences and insurance
- Organise interviews and site visits. A face-to-face conversation will enable you to get a feel for their professionalism and time keeping which is crucial for logistics. This can help you to understand how they manage key elements of your event such as:
- Catering
- Booth construction and build
- Print requirements
- Audio-visual equipment
- Supply chain
Why is communication important in logistics?
It helps keep operations streamlined and ensures that supply chains and customer service is optimised.
Real-time updates
The power of real-time updates enables event organisers to make fast decisions. Updates can include shipment status and delivery tracking. Event organisers can adjust their plans accordingly and quickly solve potential issues.
Access to all information
All stakeholders should have access to information on the full supply chain, including distributors and retailers. This enables quicker problem solving should alternate routes and methods of transportation need to be considered, reducing unnecessary delays and expenses.
Crisis
Crisis’ should also be considered, such as natural disasters, strikes and pandemics. Transparent communication is crucial to reducing impact and preserving the relationship with event organisers.
How strong logistics can save money in the long run through fewer errors and delays
Provide a seamless experience for your guests
Knowing your event well is key to understanding the flow of traffic. For example, does the entrance of the exhibition hall become busy? Are there queues during registration? Once you can identify these issues, you can ensure that your logistics accommodate people’s movement to provide a smooth experience for your guests. You can make use of technology such as self-check-in booths so that people are spending less time queuing at registration.
In the London 2012 Olympic Games, event organisers needed to coordinate transport, accommodation, and facilities for over 10,000 athletes, officials, and millions of spectators. The organisers implemented a traffic management system to prioritise Olympic-related transport. In addition to this, each venue was planned with detailed entry and exit routes to minimise congestion. They also had over 70,000 volunteers who were trained to assist in navigation and crowd control. Considering the scale of the event, it was a major success with minimal delays and a positive experience reported by attendees.
Food and drink
Food and drink options are one of the most important elements to your event as it ensures people will stay for the whole event. Finding areas to sit down and eat at trade shows is one of the biggest challenges for visitors, as they often end up standing around with their food after hours of walking around. Event planners can accommodate this with dedicated spaces at the event and ensuring that there is enough food and drink for the entirety of the event.
Sustainability
Considering an eco-focussed logistical partners can save money in the long run. You can choose partners who are focused on reducing waste and carbon footprint to make the operation as sustainable as possible. Examples include choosing local partners that are closer to your event so that you can reduce long-distance transportation, finding a catering company that sources local produce, or selecting a greener venue and with easy public transportation links.
Conclusion
The importance of operational support in events is vital when it comes to delivering a high-quality event. Having the right logistics in place can also ensure you have contingency plans in place in case some suppliers are unable to deliver. Choosing the right partner will ensure you have a reliable team to help you if something goes amiss with so many literal moving parts in delivering an event. At Skyline Whitespace, we can take that pressure from you and help you to source the right partners to deliver a seamless event. We have the expertise and experience to help you deliver on all phases of your logistical planning so that you don’t have to.
