Ten-Week Project Outline for Trade Show

Any type of show needs a theme, and the theme can be the most difficult and important aspect to a successful show. With the speed of technology advancing, and the amount of knowledge one needs to keep up, I thought the best theme would be (Back to Basics) a nice clean simple presentation generated around keeping things simple.

With the theme under-belt I look at my time frame and understand there are ten weeks until the start of the show. I also notice my two team members have very limited availability and have strong knowledge of past shows. I with my own limited knowledge of this company and products and venders find myself in a difficult position. However, I have run very successful shows in the past and I have full confidence this show will go off without a hitch.

Week one will start off the first day with a group meeting to introduce each other and generate a working schedule that can facilitate each member. We will also spend time discussing past shows. Day two starts with generating a vendor list of past shows and discussion of presentations around the theme. Each of these days will be four hours long for Pat and Terry. We will not see Terry again until the beginning of next week. Pat will return for Day three and we will discuss the collaterals and generate ideas simple design ideas for the collaterals and presentations. Pat will also prepare information for travel arrangements to include rentals and uniforms. I will spend Day four researching the company and product offerings.

1. Two team members, Pat 16 hours a week Terry 8 hours a week. Both have worked past shows.

2. Four hour days for Four days

Week two starts off with generation of the resources we have available to use, which includes materials, services and miscellaneous. The second day of the week follows with new presentation and give-away ideas around the theme. Also the discussion of uniform for the show, which will include black dress pants, white dress shirts, b/w checkerboard suspenders and a two tone royal purple vest and possibly a bowler style hat. Day three Pat will discuss products with me and will continue company research and contact vendors. Day four continues with company research and product offering.

1. Four members of sales staff for booth

2. Budget

3. Vendors

Week three starts with the three of us creating budget estimates and finalizing our ideas for new promotions and giveaways. Day two we continue our list of resources and finalize our budget estimates. Day three Pat and I continue product reviews and choose the best products for the show. Day four I continue company research.

1. Travel arrangements $2500

2. Uniform expense $1100

3. Collators expense $1700

4. Miscellaneous $1500

Week four we start off reviewing our show plan and layout of displays and order of presentations. Day two we continue to review plan and allocate budget for tasks. Day three Pat will notify sales staff and arrange time for training. Day four continues company research and product offerings.

1. Contacting sales members

2. Training schedules

3. Budgetary reviews

4. Allocation of budget

Week five starts off with a preparation of collaterals and finalizes any changes we have generated. Day two collaterals will be taken to the printers and vendors contacted to touch base with promotions and give-away. Day three and four will continue research of company and product offerings as well as any loose ends currently held.

1. Finalize collaterals

2. Begin training of sales staff

3. Contact vendors for promotions and give-away

4. Tie up loose ends

Week six includes finalizing and rechecking our lists of tasks. Any task that needs to be completed or changed will happen during this week. Sales staff training will occur during this week.

1. Continue training

2. Finalize tasks

3. Double check completion of tasks

4. Make changes if need be

Week seven Pat starts vacation, we review consumables returned from the printer and set up a mock show for review.

1. Review Collaterals returned from printer

2. Set up a mock of show for training and review

Week eight Pat is still on vacation, we continue to refine the displays and generate any changes if needed. Contact vendors for shipping prep and continue with company research.

1. Review Refine show

2. Contact vendors in preparation to ship

3. Make changes to show if need be

Week nine, Pat has returned in time to help with shipping of items for show to include displays, collaterals and other. We will also verify all materials arrived at destination without damage to outer containers.

1. Pack and Ship materials to show locations

2. Verify arrival of materials

3. Make final pick up uniforms

4. Preparations for traveling

Week ten is started the day before the show. We will pack any incidentals and extra collaterals. For the two day show Terry will work four hours each day, Pat will work six hours each day and I will work a full eight hours.

1. Set up show and hour before start

2. Generate any last minute changes or incidentals

3. Hold a Perfect show

4. Take team members and sales staff to celebratory dinner on last day.

5. Return to start a new project

Trade shows are meant to be fun for everyone involved. This show should be no different and by keeping with our theme I believe a more original show than any other in attendance. Our staff is knowledgeable and trained to handle the show and we will be extremely successful and under budget.