Event Program Management

ASTOR GROUP SERVICES

EVENT PROGRAM MANAGEMENT

We work as a seamless extension of your team to develop exhibition strategies, displays, and exhibits, and most importantly provide the event program management services to successfully run your organization’s events consistently, on-time, and on-budget.

At Astor Group we create excellence in:
  • booth design
  • engagement activities
  • experiential elements
  • the attendee journey
  • successful lead capture & follow-up 

Through our Event Program Management services, we plan the details, including ordering all the services, then managing the logistics for all properties and assets going to each event. We facilitate not only the procurement of displays to swag, as well as, plan and manage staff, labor and vendor, but we also orchestrate the on-site execution of setup & dismantle, and performance of all services, that come together to create an exceptional experience for our clients.

Our services work beyond the dismantling, through the outbound closing, to the next event or return to inventory storage at our secure warehouse facilities. We provide your team with thorough post-event reporting and dove-tailed with our Lead Capture and Marketing Automation Services.

We facilitate, activate, and enable your marketing program to run at its maximum potential with turn-key, from the initial impression, nurturing through to closing sales, and maintaining customer relationships, providing end-to-end event marketing services.

Key Areas of Astor Group’s Full-Service Program Management Plan

Astor Group specialized in providing event program management services to plan the resources and services for all of the events to ensure consistency in visual presentation, attendee experience, and staff experience. The benefits of a well-designed program go far beyond meeting just the immediate needs of the exhibitor. A well-designed program creates a familiarity with the staff of all the moving parts and pieces. With that familiarity comes a level of expectation and buy-in by the exhibit team, to take that level of expectation to a level of excellence with the presentation of the final product each time it’s presented.

  • Exhibit program design and planning
  • ExhibitForce event planning and inventory management software
  • In-depth knowledge of clients exhibit inventory
  • Access to AG relations/special pricing (ie: rental furniture, shipping, labor)
  • Procurement and inventory management
  • Storage and fulfillment of exhibit properties and supplies
  • Logistics management – tracking and problem solving as needed
  • Ordering and management of all show services
  • Coordination and Execution of all time-line services, i.e., cleaning, labor
  • Management of vendor relations
  • Labor and staff coordination and management
  • Engagement solution ideation and procurement
  • Rental inventory
  • Full inspection and preparation of inventory (including minor repairs)
  • 24:7 Client support and service
  • Add on our lead capture and marketing automation services for end-to-end marketing and event programs
We are not talking about managing the details for a single event, rather the entire event series, or event program

WHAT IS EVENT PROGRAM MANAGEMENT?

For clarification, when we refer to event program management versus simply event management, the latter refers to a single event, where the event program includes the entire breadth of events in an organization’s event schedule – small to large internal to external.  An entire program includes local, regional, national, and international.

An event program encompasses all of the events a company or organization participates in, or exhibits in, in order to promote or sell its products and services. Where event planning or event management refers to a single event, event programs involve a series of events, conferences, and trade shows.

TYPES OF EVENTS
  • Trade Shows
  • Conferences
  • Annual Meetings
  • Sales Kick-Offs
  • Concerts/Runs/Activities
  • Virtual Events
TYPES OF PARTICIPATION
  • Exhibiting
  • Sponsorship
  • Speaking & Educational Courses
  • Experiential Activations/Activities
  • Virtual – Webinar, Podcast 

WHAT IS EVENT PROGRAM MANAGEMENT?

Event Program Management manages the activities needed to successfully bring an organization’s presentation before their prospects attending events, trade shows, or conferences. 

Program management for events encompasses the management of company assets, ordering essential services, and executing an approved game plan leading to a successful event objective. A successful program management plan will provide a crystal-clear focus on the events at hand and put in motion a process to bring sales into harmony with marketing for long-term rewards.

More specifically, it requires a systematic process of planning, executing, managing, and coordinating event services and logistics for a client’s single or entire schedule of events in which a company plans to participate. The planning and coordinating activities may be directed toward many different size events which can be local, regional, national, and international events.

WHO NEEDS EVENT PROGRAM MANAGEMENT?

Event Managers (with overflowing plates), Directors of Marketing and Sales (who need the extension of their marketing and events teams), Field Sales Managers (who are juggling many roles and need a single, streamlined system), Event program management is beneficial to organizations whose marketing or sales teams exhibit in a series of events, or need help with a single event out of their typical scope.

For event managers, program management provides the blueprint on how everything is physically orchestrated and brought to fruition. With the marketing and sales teams, it becomes the proving ground that illustrates that the mission of the two teams really are in sync and through the success illustrated with hard-sales, creates an R.O.I. that drives the teams forward to greater success. And for the field sales managers, provides that systemized approach that always allows them to focus on what’s important at the moment and not have to worry about the inevitable surprise.

WHAT ARE THE BENEFITS OF EVENT PROGRAM MANAGEMENT?

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KEY COMPONENTS OF EVENT PROGRAM MANAGEMENT

PLANNING & TIMELINES

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ORDERING EVENT SERVICES & SERVICE KITS

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KNOWING TRADE SHOW BOOTH RULES

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LOGISTICS

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BUDGETS

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LEAD CAPTURE & MARKETING AUTOMATION

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SHOWSITE MANAGEMENT

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POST-EVENT

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What About Your Event Program? 

Whether you are new to the trade show industry or are in a place where you feel there are better options out there somewhere that your company could benefit from, why not give us a call? Call us at 800-342-9579 and we’ll start the conversation or fill out the form below and that will get the ball rolling. 

Let's talk trade show & event program management

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