Building a Timeline for Retail Event Planning

How to create a successful timeline to design and build a Trade Show Booth 💡 Lots of folks being new to our #tradeshow industry in the past few years, so I wanted to share a timeline that we created at BlueHive Exhibits to help our clients manage this process. 💪 This can even be a successful reminder for even the most seasoned #eventprofs. We find that many people don't leave enough time to pull it all together ... Hopefully this helps! ⏩ Start with the show date, and then back up 16 weeks...yes, 4 months for an average sized project (20x20/ 400 sq. ft.) some take less, and some take more...for the sake of simplicity, this is a good average. ☑ 16 Weeks Out: Initial Discovery Call: Start with a call to understand your goals, audience, and expectations. BUDGET... you need to know what you have to work with, & what that includes! (IE. all in # or booth creation only?) Initial Design Concepts: Develop preliminary design ideas based on your objectives. ☑ 14 Weeks Out: Concept Development- Gather feedback on the initial designs to refine and improve. Revised Design Concepts: Update the designs based on client input. ☑ 12 Weeks Out: Final Concept and Pricing Presented: Finalize the design and agree on pricing. It is normal that a deposit is needed to commence production... a customized prototype that fits your brand is being created for you. ☑ 10 Weeks Out: Engineering Launch: CAD takes the agreed upon design , considering intent, and the reality of how things will stand, pack away and be set up on site. ☑ 8 Weeks Out: Production Launch- CAD/ construction plans are shared with production team, plans are set to build components. ☑ 6 Weeks Out: Client artwork due. Obtain approval for the final artwork from the client which is presented in flattened graphic elevations. ☑ 3 Weeks Out: Exhibit Preview: Provide a preview of the exhibit to the client for any last-minute adjustments, test fit and layouts confirmed. ☑ 2 Weeks Out: Final Balance Due: Ensure the final payment is settled. Ship Date: booth to be shipped to the event location. ☑ 2 to 3 Days Out: Set Up: Assemble the booth at the trade show venue. Lots of hands touch these projects, communication is key! 🎯 Show Date: Event Day...Game On! Engage with attendees, showcase your brand, and make the most of the event. Following this timeline will help streamline the creation of your booth, ensuring every detail is handled efficiently. Proper planning and execution will lead to a successful event, helping you achieve your marketing and sales goals....and do so with less stress! #EventMarketing #BoothDesign #Exhibition #EventPlanning #tradeshows, #MarketingStrategy #BrandAwareness #TradeShowSuccess #MarketingEvents #ExhibitDesign When you work with us, we will customize to your specific project and needs. Many factors can affect the timelines. Just a heads up, for shows in Jan 2025...you should be starting to work on them now! DM me, consultations are free and we are happy to talk!

Coordinating events as an EA isn’t just about logistics — it’s about creating an experience that reflects leadership and drives impact. I built this EA Event Coordination Checklist to keep myself sane during high-stakes events. From budget to vendor contracts, travel plans to thank-you notes — every detail matters. Curious: what’s the one thing YOU never forget when planning an event? Checklist: (Because flawless events don’t just happen — they’re planned.) 1. Pre-Event Planning - Define the objective: What does success look like for leadership? - Secure budget approval and track expenses. - Select venue (with backup options). - Confirm date/time with all key stakeholders. - Draft initial agenda and timeline. 2. Logistics & Vendors - Book catering (confirm dietary restrictions). - Arrange audio/visual needs + run tech checks. - Secure hotel blocks/transportation for guests. - Review contracts (hidden fees, cancellation terms). - Build contingency plans (weather, tech, travel delays). 3. Communication & Guests - Send invitations and track RSVPs. - Provide travel info, hotel details, and contact numbers. - Prepare executive briefing: attendees, bios, talking points. - Assign roles/responsibilities for on-site support. 4. On-Site Execution - Arrive early for setup and final walkthrough. - Test microphones, projectors, video conferencing. - Ensure signage, seating, and registration are ready. - Keep copies of agenda, attendee list, and emergency contacts. - Handle last-minute changes calmly and invisibly. 5. Post-Event Follow-Up - Send thank-you notes and/or post-event surveys. - Share key takeaways and next steps with leadership. - Reconcile budget and vendor payments. - Document lessons learned for next time. ✨ Pro Tip: Always plan for what could go wrong — if nothing does, you’ve just earned peace of mind. #ExecutiveAssistant #EventPlanning #LeadershipSupport

✨ Let’s Talk 2025 Event Strategy; Planning Budgets & Schedules 🗓️ 💹 As we head into 2025, it’s time to get strategic about your event marketing. A solid plan can make all the difference in driving results while keeping your team energized.  💡 Today’s Drake’s Takes: Quality > Quantity. Your event marketers should execute no more than 2 events per month. Be thoughtful, plan ahead, and avoid burning out your team! I recently had the opportunity to present "A Field Guide to Building Event Marketing Strategies" during the Event Driven Growth Virtual Summit. It was such a rewarding experience, and I wanted to share a few key snippets from the session to help you prepare for the year ahead: Here's my initial playbook on how to get started.... 📌 Step 1: Establish Goals & KPIs - Align event objectives with your company’s goals (e.g., lead generation, brand awareness, customer retention). - Define measurable metrics for success, such as cost per lead, ROI, or attendee satisfaction (NPS). 📌 Step 2: Budget Like a Pro - Be strategic: Avoid dividing your budget evenly across quarters. Be mindful of resources on event-heavy seasons like Q2 and Q4. - Budget allocations: - Sponsored Events: 40% logistics | 30% booth design | 15% marketing | 10% travel | 5% contingency. - Hosted Events: 75% venue + F&B | 20% marketing | 15% staff travel | 5% contingency. - Consider High-Impact Items: i.e. Premium booth placement for lead generation, or top-notch keynote speakers, etc. - Track and refine: Review budget vs. actuals weekly or bi-weekly and aim for a 3X ROI industry standard. 📌 Step 3: Build Your "Schedule of Events" Calendar - Flexibility is key: Outline your year but only confirm your schedule one quarter in advance at at time. - Planning timelines: Make sure you add buffers in between to account for planning time: - Sponsored events: Start planning 3 months ahead. - Hosted events: Start planning 6–8 weeks ahead. - Identify your top tradeshows/conference first: Since your know their dates won't change. (And add wrapper events to them!) - Then create your hosted events schedule: Focus on your Tier 1 cities, but be open to testing out different event types (networking happy hours, vs. targeted dinners, etc.) - Protect your team: Limit event marketers to 2 (max 3) events per month to avoid burnout. - Coordinate effectively: Align with marketing campaigns to avoid competing promotions (such as company announcements, webinars, etc.) - Get sales buy-in and steer clear of conflicts like quarter-end, SKOs, or team offsite weeks. 💬 P.S. Want a copy of my presentation? Send me a DM! Interested in the recording? The on-demand link is in the comments. Let’s make 2025 your most impactful year for events yet. You’ve got this! 🚀 #EventMarketing #fieldmarketing #2025EventPlanning #DrakesTakes

In the world of event planning, communication is KEY! And there's no better way to ensure clear and effective communication than by creating a succinct and detailed timeline of events. I LIVE by a good timeline. From load-in to run of show to load-out, having a well thought out (and timely distributed!) timeline ensures that everyone knows exactly where they need to be and when. This not only keeps the event on track but also lets you rest easy, knowing that things will run smoothly. A few essentials to include in your timeline: Load-in & Setup: When and where vendors and crew should arrive. Rehearsals: Timeframes for sound checks, stage setups, and any last-minute tweaks. Guest Arrivals: Timing for when doors open, when VIPs should arrive, and more. Run of Show: A minute-by-minute breakdown of the event flow. Load-out: When and how everything should be packed up and cleared. Of course, there will always be a need for a Plan B (or even Plan C!), but that's a conversation for another day. For now, do all you can from the start to set expectations and ensure the best possible outcome for your clients. The more prepared you are, the smoother the event will be.