Taming the Beast: Managing a Massive Trade Show Schedule

Ford’s heavy presence at the 2012 Consumer Electronics Show
in Las Vegas was bolstered by a comprehensive media relations
effort that ultimately earned 4.5 million broadcast views during the
event.  Photo courtesy of Hill+Knowlton Strategies

No doubt the rise of the Web and interactive technologies are key drivers of the success of trade shows. The Trade Show News Network reports a trade show attendance increase of 3% for 2012 compared with 2011, meaning that communicators see the importance of pressing the flesh at events.

Ensuring that executives get in front of targeted media is critical. Scheduling on-site media appointments for clients exhibiting at key industry trade shows is nothing new to an agency, of course. However, when your appointments start to reach the 200-plus mark, it’s time to take hold of the situation. 

Here are a few tips from Emily Rosen, senior account executive, Hill+Knowlton Strategies, on managing a massive trade-show schedule:

  1. Create a Grid: Managing the schedules of 10 or more executives, plus many other SMEs, can get confusing. Stay organized with a detailed schedule that includes travel times, meetings and scheduled press interviews.

  2. Print it: A schedule that is several pages wide is fine for the computer, but isn’t helpful when you need a hard copy. When creating the schedule, be concise and mindful of page sizes so that you can easily print and refer to it onsite.

  3. Customize “pocket” schedules: In addition to maintaining a master schedule, make customized agendas that your execs can put in their pockets and refer to throughout the event.

  4. Keep a list of cell numbers: You’ll have to change the master schedule several times. Keep a separate list of reporters’ cell phone numbers so you can easily reach them during the show.

PR News subscribers can learn more about how Hill+Knowlton Strategies ramped up media efforts at the 2012 Consumer Electronics Show in: Case Study: Hill+Knowlton Strategies Drives Ford Motor Company’s Massive CES Campaign for Auto Technology Dominance.

Comments Off

Deals of the Week

Get $150 Off PR News' Social Media Summit

Social Media Summit with Taste of Tech 2015Join PR News at the Marriott Marquis in New York on Oct. 5 for the Social Media Summit, where expert communicators will share in-depth case studies from their social efforts. “Taste of Tech,” a unique element of the Summit, will feature partners who “get PR” and can help you make your social initiatives more impactful.

Use code “150” at checkout to save $150 on the regular rate.

Get $50 off PR News' Crisis Management Guidebook


Crisis management is an art, not a science. In this edition of PR News’ Book of Crisis Management Strategies & Tactics, you will discover many different views on this art, and you are certain to find takeaways that will transform the way your organization handles crises. 

Use code “50off” at checkout.

Save $100 on a PR News Subscription



Let PR News become your weekly, go-to resource for the latest PR trends, case studies and tip sheets. Topics covered include visual storytelling, social media, measurement, crisis management and media relations.

Use code “SUBDEAL” at checkout.

Comments are closed.