Corporate event planning can be a logistical challenge for many companies. Transporting trade show booths, banners, displays, and coordinating promotional item deliveries can be a daunting and often stressful endeavor. The meticulous planning, timely deliveries, and efficient management of event materials can make or break the success of an event.
Challenges in Event Logistics
Transporting trade show booths, banners, displays, and promotional items, which often include branded merchandise, presents several challenges:
Storage and Inventory: Storing event materials and managing inventory can be challenging for businesses. The need for space and organization is especially crucial when it comes to branded merchandise.
Quality Control: Maintaining the quality and presentation of branded merchandise and other materials is essential to make a positive impact at events. Any damage or mishandling can reflect poorly on a company.
Budget Considerations: Efficiently managing logistics within budget constraints is a constant concern for businesses.
Timely Delivery: Events operate on tight schedules, making timely deliveries and setup a critical component of success.
Fortunately, we have solutions available that can significantly simplify the process for your company.
The Role of Coggins’ Event Materials Reservation System (EMRS)
Coggins has introduced a solution to address these challenges – the Event Materials Reservation System (EMRS). The EMRS can be activated and added to any online company store as an add-on service. The system provides an efficient way to manage event logistics. Here’s how it works:
1. Centralized Storage and Fulfillment Center
One of the core advantages of EMRS is the utilization of our 60,000 square foot e-commerce fulfillment center. Instead of struggling to store and transport event materials internally, businesses can now rely on Coggins’ state-of-the-art facility to handle event logistics. Centralized storage ensures that event materials are safely stored and ready to ship to each event.
Unlike storing your event materials in-house (which can increase the risk of loss, damage, or misplacement), our centralized storage facility minimizes the chances of mishandling and ensures the safety and integrity of your event materials, including valuable branded merchandise.
Read more: Trade show materials delivery services
2. Streamlined Reservation and Shipping Process
EMRS streamlines the reservation and shipping process for event materials. Companies can easily reserve the necessary items through an online portal, months in advance of an event, providing flexibility and convenience.
The Coggins online portal features a user-friendly interface that allows event organizers, departments, or staff members to easily access the system. It’s designed with simplicity in mind, ensuring that users, even those without extensive technical expertise, can navigate it effortlessly. Our system provides real-time availability tracking, ensuring that users can see the current inventory status of each item to prevent overbooking.
Once your items are reserved, Coggins takes care of the shipping logistics, ensuring timely deliveries to the event location. This significantly reduces the burden on businesses, allowing them to focus on the core aspects of event planning and execution.
3. Post-Event Returns
After the event concludes, EMRS doesn’t stop providing value. Coggins’ system includes a seamless return process. Return labels are provided with each shipment so that event materials are efficiently returned to the fulfillment center, where they are inspected and made ready for the next event. This cycle ensures that your tradeshow assets are always in top condition and readily available for future use.
Our simple return process ensures that all event materials, including valuable branded merchandise and promotional items, are returned to the warehouse with ease and efficiency.
4. Cost Savings
Whether your company is just getting started with event marketing or has a large event schedule, our system can be tailored to your specific needs. Moreover, it provides significant cost savings compared to managing event logistics in-house. The elimination of storage costs, reduced shipping expenses, and optimized asset utilization contribute to a healthier bottom line. Additionally, the reduced risk of damaged or lost event materials minimizes replacement costs.
5. Reduced Risk of Last-Minute Scrambles
The Coggins EMRS helps reduce the likelihood of last-minute scrambles to locate event materials. Everything is in one place, and you can plan well in advance– eliminating the stress and uncertainty that often accompanies the search for misplaced items just before an event.
Event logistics can be a complex and resource-intensive task for any company. However, with our Event Materials Reservation System (EMRS), businesses can significantly simplify this process. By leveraging a centralized storage and fulfillment center, streamlining the reservation and shipping process, and ensuring efficient post-event returns, the Coggins EMRS offers a comprehensive and cost-effective service.
Learn more about our trade show materials delivery services here.