TRADE SHOWS, CONFERENCES, CONVENTIONS, WORKSHOPS, TRAINING SEMINARS AND RETREATS ALL HAVE SOMETHING IN COMMON. SOMEBODY IS IN CHARGE OF MAKING THEM MEMORABLE.
FOLLOW THESE SIMPLE GUIDELINES TO MAKE SURE YOUR EVENT GOES OFF WITHOUT A HITCH! (hint, considering getting a booth for professional headshots)
DEALING WITH VENDORS
MAKE A MASTER LIST.
There is something to be said for the over achiever who is super organized and has every single duck in a row. While it may not be your favorite thing, odds are if you are in charge of planning an event you have the skills to put a plan into action. Task lists, timelines, agendas, and most importantly, vendor contact information need to be readily at hand for dealing with last minute unforeseen challenges.
Make an information sheet for every one of your vendors to keep things moving along smoothly. Email it to them in advance but have hard copies available the day-of. Inevitably, you will have a loose canon or two, but let’s try avoiding chaos by providing them with as much practical information as possible.
- Venue/Event Contact Person Information
- Event Goal: Keep Their Eyes on the Ball
- All Vendors Contact Information
- Load In/Out Logistics
- Program Agenda
- Digital Access Usernames and Passwords
MINIMIZE DAY-OF DISTRACTIONS.
At the start of your event there will definitely be distractions and things that will need your attention. You will still need at least one person, if not a small team, just to make sure your timeline is followed and your vendors have everything they need to succeed. Ensure things don’t fall into chaos with you being stuck answering a multitude of questions, have at least one person assigned to coordinating with vendors during load in.
SIMPLIFY YOUR VENDOR CONTACTS AS MUCH AS POSSIBLE.
Having a single point of contact that can oversee a variety of services can be a huge asset.
Consider having one vendor for all of your photography related needs. Book a professional photographer that can provide you with whole event services including a headshot boothand photo booth so you can have amazing headshots, candids taken of speeches and awards, along with your hilarious photo booth photos, too!
Consolidate your catering company with bartender service since they need to coordinate during meal and beverage service times. Make sure your live music or other live entertainment will mesh well with your PA/DJ/MC needs for your event type.
This will help you save time and the hassle of with dealing with dozens of vendors providing services at the same time.
ENGAGE ATTENDEES BY PROVIDING ENTERTAINMENT.
Don’t have a boring event! Try a live band instead of the same old DJ services, hire live dancers or rent an entertaining photo booth. Seek out local musicians for strolling acoustic music. Hire an art curator for a satellite display at your event. Keep the entertainment varied enough so there is something for everyone.
Make sure there are laughs involved! Nobody wants the boring, standard convention experience, build fun and engaging entertainment directly into your attendee’s experience.
PROVIDE ADDED VALUE. BOOK A BOOTH FOR PROFESSIONAL HEADSHOTS.
Whether you have 100 people or several thousands, hire a headshot booth company to provide added value for your attendees. Exposure Headshot Booths™ will set up a portable photography studio to take professional headshots of all your attendees, edit & crop them, and upload the full resolution headshots to a drive for digital download.
A headshot booth at your event can serve not only as added value to your guests, it will be a lead magnet and provide the much needed ROI you are seeking. A professional headshot booth company understands your need for leads and the data that drives them. They should provide you with names, photos and email addresses of each and every person using the booth. You can finally put a face to a name!
Exposure Headshot Booths™ provides studio quality photos your attendees and their LinkedIn profiles will appreciate YOU for.
HIRE A PROFESSIONAL PHOTOGRAPHER.
Regardless of the size of your event, the next one you plan is going to likely be bigger and better! Have a professional photographer on hand to capture candid moments of speeches, seminars, awards, and ceremonies so that you have content to promote your next event.
Large events like trade shows and conferences should use a full service photography company that provides you with crisp clean edited images and videos in a format you can use.