Recently, one of our clients with multiple offices underwent a re-branding and needed updated trade show materials to match their new, streamlined look. Our team collaborated to create a customized solution.
To manage the complex process of receiving items from multiple client offices, updating them to the new brand, and organizing the items in our warehouse, our team took a phased approach. To ensure that individual offices could request items and track them for their specific show needs, we customized a process that leverages our online asset management technology.
What is Online Asset Management?
Exhibiting at trade shows often entails many moving parts, literally, to ensure all of the needed pieces or parts arrive on time. Various methods for shipping booth pieces or banner stands and other accessories can be hard to keep straight and it only becomes more complex if there are multiple types of trade show assets involved.
Our online asset management system provides a simple solution for the challenge of managing the complicated logistics of trade show equipment. Through a secure and interactive portal page, clients are able to place or track orders for equipment, keep a schedule of trade show dates, and maintain their inventory with 24/7 access to their materials. This system allows clients to always be in tune with their trade show activity, wherever and whenever they need.
Understanding Our Client
This client has partnered with us for their trade show needs for over six years and, as they have acquired new companies, the services we provide has expanded. With these acquisitions, Exhibit Systems remains their go-to for reprinting materials such as banner stands, back walls, and many other display elements. This client uses our climate-controlled facilities to house a large selection of their trade show equipment and keep it in a convenient location so all of their various offices may pull from the inventory as needed.
When the client first began working with us, they attended fewer than 70 shows per year; now they attend close to 300 across the country. Each of their offices needs access to the large library of trade show items, and our online asset management system makes this easy. Representatives from different offices can log into the online system, select the pieces they need, and ship them to specific locations. Our team at Exhibit Systems then gets a notification and pulls the requested materials from the warehouse to be shipped to the show location. After the show, the items are sent directly back to our facility where they are checked over for quality, refurbished (if necessary) and returned to storage.
Before moving supplies into our warehouse and being introduced to our online asset management system, this client was using a spreadsheet to manage their collection of inventories, which proved challenging in many different areas. They were attending lots of shows in different locations and needed a system that could handle the volume of their requests. They turned to our system to provide a streamlined solution to their asset management needs.
Brian Magliocco, Creative Manager and Account Executive here at Exhibit Systems, works closely with this client and assists them with their asset management. He says that by outsourcing management and utilizing our facilities, the client has been able to shift focus back on having a successful trade show experience rather than worrying about the logisticsinvolved behind the scenes.
The Challenge: Re-branding for a Large Network
This valued client turned to Exhibit Systems for a customized solution to help manage re-branding all their trade show materials. With new logos and graphics and a footprint of over 80 offices, updating equipment was going to be a big project from the get-go.
In addition to the banner stands, fabric backgrounds, and other materials stored in the Exhibit Systems warehouse, each of the individual offices keeps a small selection of their own unique inventory that needed to be shipped in, updated accordingly, and returned to the correct place. With so many locations and such a large collection of trade show materials to reprint, a unique solution needed to be developed.
Building a Solution Together
The Exhibit Systems Operations and Sales teams collaborated to introduce a phased approach for the re-branding. This involved treating each of the separate offices as their own individual order, allowing for special attention to be given to every piece we received for updating. This resulted in nearly 100 unique orders being processed, with more still coming in from some locations.
By having each of the offices send in their materials in phases, we have been able to provide the high level of customer care that we are known for and accomplish the complete re-branding within the timeframe dictated by the client.
Scott Schwartz, Senior Routing Specialist for Exhibit Systems, has worked closely with this client since their initial onboarding and has remained one of their primary contacts throughout the current re-branding project. For this project, he was responsible for the ordering and organization, as well as client follow-up. Schwartz implemented a number-and-tag system within the warehouse to streamline the re-branding and overall equipment management process. This system was especially helpful in the re-branding as it introduced another layer of organization for their large inventory.
In this system, an informational tag was attached to each product casing. It provided a visual of the banner inside, the banner inventory number, specific division, and company logo all in one quick look. This has been useful for asset management as it allows the correct banners to be easily identified and pulled from the shelf when they need to be shipped out for a show or returned to the correct location post show.
In addition, this system aided the re-branding by allowing the Exhibit Systems team to see which banners or other materials were still in need of updating to the new brand standards. As these banners were updated, they were logged into the online asset management system where offices could continue checking them out per usual. The phased approach taken for the re-branding project allowed the trade show items to immediately return to use rather than having them all offline at once for updating.
Through using the online asset management system, the client is able to keep track of their inventory at a glance and outsource the stress of shipping and storage to Exhibit Systems. By doing so, they are able to remain focused on having successful trade show interactions and leave the logistics side to a team of professionals who monitor their needs and provide exceptional customer service.
For this project, the online asset management system was customized to meet the client’s unique needs. Each office required their own access to the management system to check out the materials they need for the shows they attend. In addition to items stored at the Exhibit Systems warehouse, many of the offices maintain their own selection of items in-house. These materials were logged into the online system as well to make it easier to see where each trade show item was stored.
Introducing the phased approach for re-branding has resulted in materials such as trade show booth pieces and banner stands being reprinted and put into use. Some elements were shipped back to their offices while others returned to our warehouse shelves, ready to be sent out for the next big show. The Exhibit Systems team worked hard to make sure they were in sync with the client’s needs every step of the way, with Magliocco and Schwartz providing constant customer care during the process.
The re-branding project is still in process as some offices continue to send materials for updating. The phased approach we devised allows us to continuously add updated materials to the online asset management system, which means our client can check out the new materials even as the re-branding is still occurring.
If you think our online asset management system could work for you and want to learn more about it, one of our trade show experts would be happy to talk with you. Contact Director of Sales, John Schlosser at firstname.lastname@example.org.