The logistics are the most difficult aspect of organizing a roadshow. You must be very adept at logistics, otherwise, you risk arranging locations that are too close together without any connecting flights. When arranging an event, keep in mind what else is going on in the vicinity at the same moment. For a roadshow, this may include visiting eight or nine different places and making sure they all match! In this article, we at HIT+RUN will provide you with a few steps that can help you to plan a successful roadshow.
Make a Detailed Plan of the Route
The initial step is to decide which destinations you want to see and in what sequence they should be visited. A long route would be more costly, but it will also place a significant strain on your hosts, particularly if the roadshow is short. You must also consider airfares and ensure that getting your hosts and equipment to the new place on time is physically achievable. Check time zones and keep in mind that some flights vary seasonally, so make sure to check for the period in which you want to travel.
Choose the Venues
The importance of choosing the proper location for the event cannot be overstated, and there are several factors to consider. You must additionally examine their availability after you have evaluated all of the normal variables. Now comes the exciting moment for roadshows! Ensure that every single one of the locations you have chosen is accessible on the dates and hours you have planned.
When it comes to scheduling a roadshow, there is not much room for error. We recommend that you do not book any of the locations until you have received verification of accessibility for all of them and confirmed that the dates fit for your speakers. You must also understand what is not negotiable. If you need to host your event at a specific location, for instance, it would be a good idea to verify that location first, since you may need to adjust your plans to fit their availability. Once you have figured out your availability and confirmed that you will have the necessary flights and accommodations, book everything as soon as possible.
Show Information and Technology
The majority of roadshows strive to provide a consistent experience for attendees in each venue. You should try to ensure that your messaging is consistent across all venues. Depending on your event's needs, this may entail transferring equipment between venues or manufacturing sets of similar equipment that may be moved to each. In either case, the logistics of this might drive up the cost of your event, therefore we advocate acquiring equipment locally if feasible.
You should also examine which essential personnel will attend all of your roadshows. To guarantee consistency, it is a wonderful idea to send a minimum of one member of staff to all of the roadshows. Another factor to consider is if you may carry your gear on the plane as extra baggage or if you would have to ship it to your next location.
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