5 Tidbits for “Stow ‘n Go” Events

Most people aren’t walking around thinking about the amount of equipment it takes to run a 3-day convention for 2000+ people. Not only for the convention itself; things like audio/visual and production equipment, registration supplies, breakout session and workshop materials, and signage, but also supplies for an entire tradeshow; all those booths, pipe and drape, and more. Let’s also not forget that the staff needs to be able to function while on-site. Our team requires a whole office setup for ten people for over a week. That’s a lot of stuff to move around. Our staff does this every year. How does such a small staff pull this off? I’ll tell you.

1. We store supplies near the event location. The event is held in one state. The staff, production team, and those who help us run the event come from many other states. After years of dragging the event supplies from the home office to the event and back, we decided it was more efficient to store the supplies where the event is held. Not sure why it took us a few years to figure this one out… This leads us to point #2.
2. Inventory of the supplies is incredibly important. Because we don’t have access to the supplies, throughout the event planning process we must have an accurate inventory of what is in storage. This way we know what we need to purchase and what we already have on hand. This leads us to point #3.
3. Unpacking and repacking of the supplies needs to be done with care. As the supplies are unpacked each year, it is vital that those who are helping us are noting which container the items are coming from for a quick and efficient repack. When packing up after the event, noting which items need to be replaced, being meticulous with inventory lists, and efficiently packing pallets for maximum usefulness are all key to saving the supplies from damage during storage so they can be used again. This leads us to point #4.
4. Getting the right people to help is critical. We rely on volunteers at the event because the staff is small and we love to involve the community we serve to lend a hand. When it comes time to unpacking and repacking, getting the right people who can help with careful inventory, box packing, pallet stacking, and following instructions makes the whole process much less stressful for everyone involved.
5. Lastly, when we need to replace items or make new purchases, decisions are made after considering the implications on storage. Because the event gets packed into boxes and pallets each year, and costs are determined by pound and number of pallets, when purchasing supplies, how they are stored is an important factor. For example, when updating display racks for the tradeshow booth, purchasing racks that fold flat, can be fully dismantled, and are made from durable, light-weight materials will be critical.

Because our event must “stow ‘n go” at the end of an event each time, keeping these five tidbits in mind helps us budget accurately and plan appropriately.

Do any of you plan events in a different state? Do you move supplies or store them? I’d love to hear what you do, email me!

Please like this blog, pass it on to those you know who plan events and let’s share what we know with others!