Six months prior

• Schedule call with client to determine booth, video, marketing and PR needs and plan accordingly.
• Confirm any speaking opportunities, deadlines, etc. (some shows require longer lead time, be aware of those dates)
• Build timeline and deliverables in Teamwork, and manage through the duration of the event.

Three months prior

• Keep tracking against plan established at six months.
• Check show daily deadlines for news submissions.

Two months prior

• Confirm news opportunities with the client and establish deadlines for approvals, as well as spokesperson and their availability.
• Create a pitch grid and send an initial pitch to pre-registered media, or use the prior year’s list if one is not available. If there isn’t a list, send a proactive pitch to trade media to determine if they are attending, or local reporters to the show’s metro area if they cover the subject matter.
• Create a master schedule for each client, and keep it updated real time. Share the calendar with team members if more than one person is pitching appointments. Each briefing should be indicated on the schedule with reporter name, publication name and the reporter’s mobile number.
  • Block off any time that the spokesperson will not be available during the show for other appointments
  • Send schedule updates biweekly to ensure spokesperson isn’t double booked
• Conduct phone and email follow-up to secure briefings for your client
  • Confer with your manager on if you will be at the show for the full time or just a single day, etc. ahead of time to manage the schedule accordingly
• Work with your supervisor to book any travel/hotel if necessary

One month prior up to the show

• Ensure all deadlines are being met:
  • Finalize all booth, video, marketing details
  • Finalize show news and key messages
• Create briefing materials and determine if spokesperson needs a live walk through of the schedule and key messages.
• Create folder for digital press kit with bios, backgrounder, news, imagery, etc.
• Finalize all documents and send briefing materials to spokesperson(s) by the last business day before the event begins.
• Have one hard copy of the briefing book printed for each spokesperson/client contact and bring them with you to the event.
• Pack business cards, computer and phone chargers.
• Check with your supervisor on booth attire, after hours attire, etc. to ensure you’re conforming to dress code. Be sure you pack shoes that are comfortable to wear all day, and that you can walk in quite a bit.
• Schedule a time to meet with your client/spokesperson(s) to present the briefing materials and go over any details.
• Confirm booth schedule and when you’re set to provide onsite support. In some cases, this will require early arrival to help coordinate booth builds, etc.
• Check with your supervisor to see if you should schedule a client happy hour/dinner, etc.
• Print your badge and be sure you don’t lose it!
• Map out any briefing locations that are not at the booth, and be sure you know how to get there prior to the show opening.

Booth Duty

• Arrive for your scheduled onsite support on time, and dressed professionally. Be ready to work and be supportive of your client and their goals for the show.
• Other than facilitating briefings, look for other opportunities to provide added value, such as
  • Introducing yourself to other booth staff and direct visitors to the booth to someone that can help them.
  • Look for reporters that are walking the show floor and invite them in to learn about your client. Introduce them to a spokesperson and encourage an impromptu briefing. Make sure you take notes!
  • Pick up trash, help maintain the space to keep it looking inviting to those that pass by.
  • Be social and engaged with the booth staff, but careful to become too casual, as we are being paid to provide exceptional service, and represent MPC to the industry.
• Take breaks and be sure you’re drinking water and eating when you can.
• If you need anything at all, text or call your supervisor or on-site colleagues
• Media briefings
  • Keep your eye on the schedule and be sure you have seating arranged prior to your appointment showing up at the booth.
  • If your appointment is at another location, be sure you map out where it is prior to the show starting.
  • Always start the briefing by introducing the reporter to the spokesperson and have them give a brief overview of the company before discussing the show news, unless the reporter is well acquainted with the client.
  • Take detailed notes as you will be creating a post-event recap of each meeting.
  • Make note of any follow up items for you to provide the reporter (imagery, etc.)
• Tradeshows are the best opportunity for you to expand your contacts and network within the industry. The more activities and after party/dinners you attend, the better your network will grow. Check with your supervisor if you have any questions about what is required vs. optional attendance.

Travel/Per Diem

• When you’re confirmed to attend an event, please work with your supervisor on booking travel (air, hotel, etc.) and be sure those reservations are made and confirmed prior to travel.
• See Per Diem portion of the MPC Method for information on meals, rideshare/taxi, mileage, etc.