You’re knee-deep in lanyards, Yeti tumblers are spilling out of the office closet, and you just found a box of 2019 brochures.
Managing trade show materials is often one of the most frustrating and overlooked challenges for marketing teams.
Do any of these scenarios sound all-too-familiar?
- Digging through boxes of unorganized materials only to find outdated collateral,
- Using your office as a storage unit for booth displays and swag,
- Scrambling to ship booth components last minute to make it to the show in time.
- Getting a call from the trade show floor asking why the pull-up displays didn’t arrive.
If so, this article is for you.
Keep reading to learn how outsourcing trade show fulfillment is a brilliant way to eliminate stress, save time, and ensure every event runs smoothly.
- What Does Outsourcing Trade Show Fulfillment Actually Mean?
- 5 Benefits of Outsourcing Trade Show Fulfillment
- What Professional Fulfillment Services Offer
What Does Outsourcing Trade Show Fulfillment Actually Mean?
Outsourcing trade show fulfillment means partnering with a professional marketing fulfillment company to handle the storage, organization, and shipping of your event materials. Instead of cramming everything into your office or relying on spreadsheets to track inventory, these tasks are handled by a team of experts.
They will ensure that:
- Your materials are stored securely in climate-controlled warehouses.
- Inventory is tracked in real-time so you never run out of marketing essentials.
- Branded items are shipped on time and arrive in perfect condition—every time.
It’s like having an entire logistics department within your company.
Every part of your trade show marketing supply chain is taken care of, allowing you to focus on wowing attendees instead of worrying about missing tablecloths.
5 Benefits of Outsourcing Trade Show Fulfillment
As your business scales or your event calendar becomes more demanding, trade show and event logistics can require extensive planning and resources. That’s when outsourcing becomes more than just an option; it becomes a necessity.
Outsourcing doesn’t just offload logistical headaches; it’s a solution that ensures your trade show and event materials are managed professionally at every stage of their lifecycle.
Here are just a few ways outsourcing trade show fulfillment benefits your business and bandwidth.
1. Save Time and Focus on Strategy
Outsourcing frees up valuable hours that can be better spent on high-value tasks. When your team isn’t bogged down by packing boxes or tracking shipments, they can focus on what really matters: creating impactful campaigns and connecting with customers at events.
2. Eliminate Costly Mistakes
How much have you spent on rush shipping because someone forgot to send materials on time? Or worse—how many opportunities have you missed because your booth wasn’t ready? Professional fulfillment services eliminate the high costs associated with rush shipping fees and ensure production timelines stay on track.
3. Streamline Inventory Management
A trade show fulfillment partner specializes in keeping tabs on your inventory so you’re never overstocked or understocked. They will also analyze and report on historic and real-time data to forecast future needs.
4. Reduce Office Clutter
Say goodbye to using your office as a makeshift storage unit. With materials stored off-site in secure warehouses, your team can reclaim their workspace.
5. Scale Seamlessly
As your business grows and your event calendar books up, outsourcing allows you to scale without worrying about logistics. Whether you’re attending three trade shows per year or thirty, your fulfillment partner has you covered.
What Professional Fulfillment Services Offer
When you outsource trade show fulfillment, here’s what you can expect from a top-tier provider:
1. Secure Warehousing
Your trade show materials are stored in a secure facility where they are safe and protected (no more warped signage or faded banners).
This includes print marketing collateral, swag, samples, signage, pull-ups, displays, and more.
2. Real-Time Inventory Management
Using advanced tracking tools, fulfillment providers monitor stock levels in real-time.
This proactive approach guarantees you always have enough materials for upcoming events without overstocking items that rarely get used.
3. Kitting & Assembly
Need swag kits for an event? A trade show fulfillment partner can professionally assemble everything from promotional products to sample packs so they’re ready to go when you are.
4. Reliable Shipping & Logistics
Forget about late deliveries or damaged goods. Professional providers coordinate every aspect of the trade show shipping process. From packaging to delivery, your materials arrive on time and in perfect condition.
5. Online Storefronts for Approved Users to Order What They Need
If you support event teams across the country or your business attends frequent trade shows, an online storefront is your new best friend. Trade show marketing portals like OrderJet enable approved users to order the trade show and event materials they need directly from your fulfillment partner’s warehouse. Once your fulfillment partner receives an order through OrderJet, the items are immediately pulled from warehouse inventory, professionally packaged, and shipped.
Once the event wraps, simply send the materials back to the fulfillment partner for inspection, inventory updates, and secure storage until the next show.
Your team can even customize event-specific marketing collateral, booth graphics, banners, and signage through the portal.
Trust the Trade Show Fulfillment Experts at Artisan Colour
If trade show fulfillment and logistics are hindering your marketing efforts, it’s time to outsource to a trusted marketing fulfillment partner like Artisan Colour.
