Trade Show Preparation and Coordination Template

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This template is designed to help admin assistants in the cosmetics industry efficiently manage and coordinate meetings, events, and trade shows. With a detailed checklist and timeline, you'll stay on top of all tasks and deadlines, ensuring a smooth and successful event.

From booking venues and creating budgets to setting up booths and collecting feedback, this template covers every step needed for a well-organized trade show.

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Trade Show Preparation and Coordination for Priority Matrix

Trade Show Preparation and Coordination in Priority Matrix

Efficiently manage and coordinate all tasks related to trade show preparation and execution.

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Proposed Tasks

Critical & Immediate

  • Create Budget - Due in 1 week
    ☐ Identify all potential costs ☐ Allocate funds ☐ Create a contingency plan
  • Book Venue - Due in 2 weeks
    ☐ Research available venues ☐ Get price quotes ☐ Finalize and book venue
  • Prepare Presentation - Due in 9 weeks
    ☐ Create presentation content ☐ Design presentation slides ☐ Practice presentation
  • Set Up Booth - Due in 12 weeks
    ☐ Coordinate with setup crew ☐ Supervise booth setup ☐ Confirm booth setup is correct
  • Prepare Staff Briefing - Due in 13 weeks
    ☐ Create briefing content ☐ Prepare briefing materials ☐ Conduct staff briefing
  • Manage Event Day - Due in 14 weeks
    ☐ Coordinate with staff ☐ Manage event operations ☐ Handle any issues that arise
  • Coordinate Event Tear Down - Due in 15 weeks
    ☐ Coordinate with tear down crew ☐ Supervise tear down ☐ Confirm tear down is complete

Critical & Not Immediate

  • Identify and Contact Potential Exhibitors - Due in 3 weeks
    ☐ Create a list of potential exhibitors ☐ Send out invites ☐ Follow up on invites
  • Design Booth Layout - Due in 4 weeks
    ☐ Identify booth requirements ☐ Design layout ☐ Get approval for layout
  • Coordinate with Event Security - Due in 11 weeks
    ☐ Identify security requirements ☐ Coordinate with event security ☐ Confirm security details
  • Collect Feedback - Due in 16 weeks
    ☐ Create feedback form ☐ Distribute feedback form ☐ Collect and analyze feedback
  • Prepare Event Report - Due in 17 weeks
    ☐ Collect all event data ☐ Prepare event report ☐ Present event report
  • Evaluate Event Success - Due in 19 weeks
    ☐ Review event goals ☐ Evaluate event success against goals ☐ Identify areas for improvement

Not Critical & Immediate

  • Order Promotional Materials - Due in 5 weeks
    ☐ Identify required materials ☐ Design materials ☐ Order materials
  • Book Accommodation for Staff - Due in 6 weeks
    ☐ Identify accommodation requirements ☐ Research available options ☐ Book accommodation
  • Send Thank You Notes - Due in 18 weeks
    ☐ Prepare thank you notes ☐ Send thank you notes to exhibitors and attendees ☐ Follow up on any outstanding issues

Not Critical & Not Immediate

  • Plan Staff Schedule - Due in 7 weeks
    ☐ Identify staffing needs ☐ Create staff schedule ☐ Communicate schedule to staff
  • Arrange Transport for Materials - Due in 8 weeks
    ☐ Identify transport requirements ☐ Book transport ☐ Confirm transport details
  • Plan After-Event Party - Due in 10 weeks
    ☐ Identify party requirements ☐ Book party venue ☐ Organize party entertainment
  • Plan for Next Event - Due in 20 weeks
    ☐ Identify next event ☐ Start planning for next event ☐ Apply lessons learned from this event