#exhibitions
It’s a little late, considering this was 3 weeks ago, but I’ve finally finessed my write up from my first business trip abroad. Or rather, I’m sick of only getting to write it before bed so it’s going up regardless of the state it’s in? Either way, here goes:
Background info: I work for an Events Company. Our trip was to Germany for an established Business Travel Convention. This was my first exhibition. This was my first opportunity at Stand Management and I’d be damned if it was anything other than perfect…
Day 1…
It was a late start today, at the Project Manager’s request, so he could just get on with it without being questioned. Fair enough.
In prep for the day ‘out of the office’, and feeling a little guilty I was being paid to work without being on site, I set myself up on my laptop for last minute help for my cover, raising POs for accommodation confirmed on the weekend and archiving emails.
As the morning drew to end, I made my way over to the convention centre, with our Client Services Manager who had arrived on my flight, marvelling at how lovely the weather was today (purely because the weather forecast before I left had been cold and rainy). Throwing last minute questions at him, we meandered through Hall 8 to locate our stand.
On arrival, my first thought was 'wow’; how on earth is this going to be finished today? Of course the stand was in place (mostly) and all the major parts had been constructed, but there were still 2 large pallets of god knows what, LED lights on the desks waiting to be mounted, plastic over everything, painting being done, furniture arriving, flowers being paid for and deliveries that were still in transit.
I had not walked from one side to the other before I looked down to notice my smart black trousers were now beige with a lovely thick coating of beige dust.
As I set about unpacking, checking, cross referencing and repacking info packs I quickly and methodically made my way through a mountain of brochures. Open, collect, slot in place, close, store, next. My factory line repetition was in motion and I was speeding through the gift packs to give us a head start for tomorrow.
Accepting deliveries here and there, being introduced to the client, meeting catering and adding final touches, well, the day just wizzed by. Suddenly the pallets were no more, the paint was almost dry, the protective dust covers were up, the Client was happy, our team was happy and everything was in place.
With very big smiles all round and a sigh of relief from the team everyone was proud and ready for the day ahead.
Over dinner we discussed the next day and I got last minute tips for fending off demanding partners and keeping things running smoothly. Of course I expressed my excitement to just get going, but I was damned if I’d admit the part where I was nervous… Until after the event anyway!
Lessons learnt today:
1. First lesson learnt: it’s not worth wearing your best to a build up day, even if you’re meeting the client! Sometimes, smart casual is not only more practical, but more comfortable and actually sufficient (especially when the client himself turns up in jeans along with everyone else).
2. As the age old saying goes; 'Never judge a book by it’s cover’. I didn’t think we’d be ready in time, but I trusted the team had things under control and seeing how quickly and suddenly it evolved was inspiring.
3. Preparation is key!! I couldn’t have anticipated how helpful it would have been to make up 200 info packs before opening. (Although this lesson was only realised the following day).
Day 2…
A bright and early start this morning for the big opening! Leaving the hotel at 8.15 am, walking to the venue and then tracing back and forth from the stand to the entrance to ensure the exhibitors received their passes and were permitted entry, I hit the ground running!!
It was crazy this morning, my prep from yesterday paid off massively in the first few hours and I was pleased for the bit of relief as partners pulled me left right and centre and each person from the Client gave me different information and changed all the info I was working with.
Apparently, this is normal, so I shed the disapproval from myself and took pride in the fact that it could, if truth be told, have gone a lot worse.
Morning moved into lunch, lunch moved into afternoon and the day just wizzed by (again!). I instigated little tweaks to the plan here and there and had a constant stream of 'to-do’s’ (in a good way), but suddenly, it was 4pm and I hadn’t even sat down!!!
Finally, our delivery arrived only to find out it was the wrong one. Well, that was according to one of the clients anyway. It subsequently turned out to be the right gift and that the issue was not that the gift hadn’t arrived, it’s that the VIP it was meant for didn’t turn up. I’m sure there’s some irony in there somewhere…
Lessons learnt today:
1. Whilst there are several individuals there to represent the client company, and whilst each are important in their own way, it was clear they had drastic differences in how they wanted things done. None of which were in line with the big boss who had stipulated procedures at the outset. By early afternoon, and due to a chat with our Project Manager on how to handle them all more effectively I set out a knew plan. With each request from the client I managed to deflect requests by stating that this was how the big boss had wanted it and we should speak with him to change it. Naturally, not wanting to step on his toes or piss him off they suddenly didn’t need to change the process / layout after all, thus making my day run much smoother by reducing additional 'to-dos’ and focusing in what was important; keeping everything rolling smoothly so everyone was happy!
2. Storage. Such a simple thing but when it’s limited it’s easy to think 'oh I’ll just grab it out when I need more’. In reality, this isn’t always as straight forward as one might think. Especially not when the storage is under the seats used for back to back presentations. Luckily, there was a gap so myself and our Project Manager could dip in and grab stuff but nevertheless, my storage and recovery solution will be more thought out next time and I will personally put it all away myself so I know exactly where to go to find it.
3. Having the right Hostess makes such a huge difference! Whilst one was questionable but nice enough, the other who also doubled as the Catering Supervisor was amazing and I couldn’t have done it without her!
Day 4…
And so began the final day of my first ever exhibition. Well, I say 'my’ lightly, I can’t take any praise for it’s success in terms of design and build, but I had grown to be proud of it and love it as if I had been a part of it from the beginning. Every little detail became a fixation and I was running away with ideas and improvements for my next opportunity. (Hoping, of course that I would get such a chance again).
The whole day was much quieter and less partners turned up than expected, or perhaps that’s exactly what was expected! Having made the most of the freedom to go out and drink here in Frankfurt (a luxury not quite so rife throughout all of the Middle East), partners were no doubt hungover and most definitely absent.
Today I managed to sit down much earlier than the previous 2 days, which was a good thing as my poorly feet were shot to pieces and close to exploding under the pressure of pounding around for a minimum of 10 hours a day. Around noon, our Project Manager suggested we sneak off for a beer and whilst my new found taste for beer does not normally extend to a lunchtime treat I had to admit it was the best idea in the world! Having located the Czech Republic stand for a free beverage I was hastily chasing fedex to arrange the shipment of return packages. This became a dead end as I was neither near a printer (to authorize remote collection) nor with a German account number. That settled that, I’ll arrange it next week when back in the office. Of course, within the 10 minutes we’d been away for I got a call from the Supervisor Hostess… Apparently, 'panic man’ (nicknamed purely due to following scenario) had got a bit stuck and technology had baffled him. So, off sprinted our Project Manager dashing through the hoards of people to get there quickly and resolve the issue before the presentation started. Naturally, of course, the solution was as simple as turning the blasted TV on! Panic over, we sat there reminiscing about the remaining half a glass of beer we had left behind.
The rest of the day went smoothly with no drama and the Client was very happy! Knowing that our Project Manager has no filter, I presumed that he would have come down on me like a tone of bricks had I screwed up so I closed the day in quiet satisfaction and with a sense of pride that I just might have done well!
Packaging up the remaining brochures and labeling everything for its return to the UK, we said our goodbyes, cleared out and departed our empty stand ready for the breakdown team to sweep in and disassemble over night! It bemused me just how quickly the most luxurious of stands came down to nothing by the time we left and it seemed such a shame to pack it down for storage. But exhibitions were not meant to be fixed structures and I’m sure they’d be less attractive, over time, if they were.
Lessons learnt today:
1. It’s always a good idea to turn something off and on if it doesn’t work! Because you just never know…
2. Czech beer is rather strong
3. A good team makes a good stand, a great team makes a something so much more. I feel very lucky to work for such and awesome company and a great team!
4. What goes up, will always come down… Until the next time!