This is one of the largest company events I have completed to date. This was fun, challenging and very successful. I was asked to plan a trip for the company Airspace. The planning of the trip was a complete planning and execution of an exhibit in the largest security convention to date.
As the largest security event of the year, ISC West 2018 brought in more than 1,000 exhibitors and brands, 30,000 industry professionals, 85 educational sessions and 25 special events.
The Trip would consist of a team of ten, getting from our home base, an unidentified secure location. Somewhere in Oakland CA. to the glamorous Venetian in Las Vegas NV.
Our trailer, radar detection equipment, drone and everything for the event need to be transported form our location to Las Vegas. There was a big detail in logistics for us to show up on the expo floor. So in the description above you would have read that there were a number of more than 1000 exhibitors, so that means all those thousands of exhibits also need to set up. There is one small issue, I have a whole trailer that I will need to drive on the floor of the exhibition hall. Its not accessible once the exhibits have been set up. So I will need to coordinate the real time logistics with the driver and event management crew to get that trailer in the right place at the casino/hotel/expo hall before all the exhibitors start placing their pallets. The logistics were arranged and the trailer and everything was packed inside. Packed was plenty of snacks curated for this specific team, water, first aid, office supplies, display monitor, iPads, swag, marketing materials, banners, and all signage etc. I had to think of everything my team would need away from home (at work.)
Airspace would be part of that. It was my project as assistant to the Executive Team, and as the office manager to manage the entirety of it. It would be the junction in my carrier where I could take all of the things that I have learned and plan and execute a successful trip and event for my team with no issues.
The Exhibit Hall: at the Venetian Expo in Las Vegas, the International Security Conference & Exposition – also known as ISC West.
In addition to the group of 10 individuals I would need to also transport one trailer, and a complete security drone system, complete radar detecting system, a drone the size of ceiling fan, a telescoping radar detection mast, a command center with full communications and detection system, all expo event materials, uniforms, technology, necessities, monitor and media for event to the Exhibit Hall: at the Venetian. I would need to get trailer ON the show floor, set up the exhibit in 24 hours for the beginning of the event.
The Travel would be a large component to the trip I would need to plan and coordinate travel details with my team, CEO, CFO, CIO, VP, Sales, EVP, 2 Crew, office manager. I proceeded to coordinate and book all airline travel with my team to ensure that we got flights and all arrangements in order. Myself and the EVP would travel to the location prior to the event and set up our exhibit.
The sales and executive team would be at the event expo, I would need to schedule the team to be on the floor in sales mode. Part of this includes overlapping for breaks and ensuring coverage so all questions could be answered by experienced professionals during the expo.
I was able to stay organized and keep our crew on the same page. I created a binder for the trip. I used electronic correspondence throughout the planning process because I was not going to be a part of the actual event, so I wanted a manual for the trip for all attendees to refer to. The manual consisted of flight, hotel, reservations, schedule, contact list, badges, event details etc.
Hotel reservations were made for the team. I booked all reservations for all team members. The team would stay at two different properties for the duration of the trip. I booked all reservations for individuals with corporate account so all of the pre authorizations and communication was completed in advance so my team would have no issues upon arrival or during their stay.
The meal logistics were worked out for the duration of the event prior to event dates. During the duration of the event there were many important dinners planned with partners, executives and investors. I scheduled all of these dinners for the team and reservations and restaurant details were made and put in the manual.
Event details and logistics were managed by myself with a member of the staff of the Reed expo team. I would navigate choosing an exposition space that would accommodate our floor plan and size of trailer. Choosing the power supply for electricity and internet/ wifi access. I coordinated the team members to have the required security badges and all event requirements from Reed were met.
The internal technology that I prepared were iPads purchased and preloaded with all event marketing materials, a large monitor displaying a video that was created from various product, marketing content we created.
Swag, signage, promotional materials, media and uniforms for the team and event were created by me.
Swag, signage, promotional materials, media and uniforms for the team and event were created by me.
When I arrived. I set everything up on the ground. My crew mate did the stuff up high, and set up all the drone tech. I checked in and collected all of the badges for our team and guests which I secured in the manual. This would help my team and execs save time from standing in line to receive their exhibitor badges passes etc.
Everything was set up on time. I met with my CIO the evening before the event walked our exhibit went over the manual and said Adieu. I was off to Oakland. My Team never called and had and amazing event.
Everything was set up on time. I met with my CIO the evening before the event walked our exhibit went over the manual and said Adieu. I was off to Oakland. My Team never called and had and amazing event.
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