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.
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.
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.
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.
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.
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.
Program management services may also include personal representation at the event by experienced, event industry professionals to supervise the set-up crew and oversee the timely delivery of all equipment and services to ensure its success. The final result should be an event that not only meets or exceeds all its’ marketing objectives but provides an R.O.I. that is in line with long-term company objectives and forecasts.
A successful program management plan will provide a crystal-clear focus on each critical task during the pre, post, and onsite periods, and put in motion a process-driven plan to bring sales into harmony with marketing for long-term rewards.
Service kits are potentially one of the most time-consuming and disaster-prone activities associated with trade shows. If your job requires you to break-down service kits and order products frequently, in time, you’ll learn where most of the pitfalls lie. If not, then there stands a good chance that you may repeat basic mistakes.
Program management companies can provide the right instruction and structure to create a process that can guide you and to help avoid most pitfalls, but certainly not all of them. You’ll never avoid all the pitfalls because the union rules tend to change over time, each city-run facility manages its buildings differently, and the individual contractors often present and charge for their respective products differently.
In time, one can eventually avoid most traps that come from missed deadlines, the understanding of the show rules and requirements, which vary from event to event, city to city, and venue to venue. With the right amount of guidance and a good process, you can, however, avoid major mistakes.
Astor Group’s onsite event and trade show management services provide your organization with professional event managers to ensure every aspect of the event flows seamlessly.
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