7 Reasons to Start Planning your Trade Show Calendar Early

7 Reasons to Start Planning your Trade Show Calendar Early

The trade show event manager is responsible for everything from the booth design, to securing a location and setting up the space. This can be a huge undertaking that requires months of planning.

Trade show managers often get so caught up in their day-to-day tasks that they forget about the big picture—planning out their next year's events early enough to lock down venues, find sponsorships, and make sure all necessary trade show materials are available when needed.

Event managers who wait until the last minute to plan their events may find that good locations and sponsorships are already taken, and they may not have enough time to order or produce all of the necessary trade show materials.

Additionally, last-minute planners may be rushed and stressed during the event itself. According to a study by the Event Marketing Institute, nearly 60% of event planners start planning their events six months or more in advance.

1. Secure good locations

Event managers often find it difficult to secure good locations for their trade shows because venues tend to fill up quickly. If planners wait until the last minute to book a space, they may be forced to choose a location that is not ideal or that is already booked.

It is much easier to find a good location if event managers start planning their calendar early. Venues often offer discounts for those who book early, and they are more likely to have spaces available at that time.

2. Avoid stress and rushed preparations during the event

When event managers are rushed and stressed, it can often lead to mistakes. This can cause problems for the event as a whole, and it can also be very frustrating for those who are working on the event.

In order to avoid stress and rushed preparations, it is important for event managers to start planning their events early. This will give them enough time to make sure that everything is organized and ready to go when the day of the event arrives.

Additionally, by planning early, event managers will have more time to relax and enjoy the event itself.

3. Get more out of sponsorships

Sponsors are often more likely to work with event managers who start planning their events early. This is because they know that planners who wait until the last minute are often in a hurry and may not have time to fully capitalize on the sponsorship opportunity.

Event managers who start planning their events early have more time to research potential sponsors and to create a sponsorship package that is appealing to them. They also have more time to follow up with potential sponsors and to make sure that the sponsorship agreement is in place before the event takes place.

4. Order materials and swag in advance

Event managers who wait until the last minute to order materials and swag may not get the items that they want or need. This is because many companies require a minimum order quantity, which can be difficult to meet if planners do not know what they need until the last minute.

It is much easier for event managers to order materials and swag if they start planning their events early. This allows them time to research different companies and to find the best deal possible. It also gives them time to make sure that they are ordering the correct items and that all of the necessary specifications are met.

5. Produce marketing materials in advance

Event managers who start planning their events early often have more time to produce marketing materials. This is because they can plan the production schedule so that all of the materials are ready to go when they need them.

Producing marketing materials in advance can be a huge advantage for event managers. It allows them time to make sure that all of the materials are high quality and that they meet all of the necessary requirements. Additionally, it gives them more time to promote the event and to generate interest in it.

6. Create a timeline and checklist

One of the best ways to avoid stress and last minute preparations is to create a timeline and checklist. This allows event managers to plan out all of the tasks that need to be done, and it helps them to stay on track.

A timeline and checklist can be especially helpful for event managers who start planning their events early. This is because it allows them to track their progress and to make sure that they are on schedule.

7. Get help from others

Event managers who start planning their events early often have more success because they are able to delegate tasks to others. This allows them to focus on the bigger picture and to make sure that all of the important tasks are taken care of.

Delegating tasks can be a huge advantage for event managers. It allows them to get help from others, which can lighten their load and make the task easier to accomplish. Additionally, it can help them to build better relationships with the people who are helping them with the event.

Event managers who start planning their events early are more likely to have a successful event. These tips will help you plan your next event so that it is stress free and enjoyable for everyone involved!

If you want to have a successful trade show rental booth, it is important to start planning early. By planning ahead, you will be able to avoid stress and last minute preparations.

You will also have more time to get the most out of your sponsorship opportunities. Additionally, you will be able to produce high quality marketing materials and order the necessary materials and swag in advance.

Finally, you will be able to create a timeline and checklist so that you can stay on track.

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