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'Crisis Management Boot Camp

Crisis_Boot_banners_175x135_ep

Join PR News on September 15, 2014, at the historic Yale Club in New York City for an intensive boot camp will put you through the paces of crisis communications to help you avoid, or at least mitigate, the damage that can come to a brand.

Use code “150off” at checkout.

Get $50 off PR News' Media Relations Guidebook

book-mediarelations-180x150

This 8-chapter resource contains practical implications for some of the most innovative developments in media relations, including the technologies, methodologies and mannerisms that determine the ecosystem in which PR pros practice this essential part of their craft.

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.