Roadshow Events are an effective way to get your message out to a wide audience without incurring additional travel costs for your attendees. Generally utilising the same speakers and team, roadshow events are able to travel to a sequence of different cities (& even countries) presenting the same event across a number of different venues.
If a roadshow is not executed well across all locations, it creates inconsistency in the message being delivered. This may result in your event performance indicators not being met. This is where Events Outsourced steps in – we work with you to ensure that the only thing that differs between cities is the audience and the venue the event is held in.
When planning a roadshow event you need to ensure that you have a good ticketing system in place so as not to create confusion for your attendees. Check out our Blog on selecting a ticketing system here.
When creating a Roadshow Event for your business or brand, it is important that the message stays coherent throughout the sequence of events. This is done by ensuring that all of the elements listed here are taken care of.
Venue Selection & Management
This can be one of the most important element of your roadshow success and there is so much to consider. It is not just about finding a venue that will hold the desired number of people for your conference, you also need to consider elements such as natural light, ease of access, vicinity of breakout spaces -the list is endless and with a roadshow you need to do it all multiple times. Once you have selected the venues in each location there is the added stress of ensuring you can make it fit with your budget and requirements. We can assist with all elements of roadshow venue selection and negotiation to ensure your roadshow has consistency and meets all of the outcomes set.r conference needs are looked after.
Supplier Selection & Negotiation
Roadshows are a series of events carried out over multiple locations – but just because they are held in different cities or states doesn’t mean that the overall look and feel of the event should be different. Events Outsourced will source suppliers in each of the cities who can carry out the show in a similar manner with similar equipment, thereby ensuring consistency throughout. AV requirements can be a minefield of large expenses, especially if you are not familiar with the equipment and what each item is used for. Some roadshows it may make sense to take an AV crew and equipment travelling with you, other roadshows can be completed using local AV suppliers. Save yourself the confusion and excess expenses by allowing Events Outsourced to source and negotiate the suppliers for your event.
Roadshows involve moving people (and often equipment/signage) across the country and this takes some serious logistics – especially if you start switching speakers for various locations etc. You may think that the cheapest way is to use the same banners and other equipment in all of the locations, however once you factor in the travel costs etc this can sometimes not be the case. Events Outsourced will look at your roadshow schedule and the equipment required to ascertain the smoothest and most cost effective manner possible.
Speaker Coordination & Management
Often considered to be the pillars of your conference, speakers often do a stellar job onstage but there can be a lot of organisation required in the leadup to the event – especially when you are looking at taking them “on the road”. Some speakers will have specific travel and other requirements and if you have a large number of speakers it can equate to a lot of time being spent coordinating them all. Not to mention needing to be on top of all of the technical requirements that speakers can have and compiling the slide decks – appoint us as your speaker liaison and we can take care of all of this for you.
Advice on the Sequence & Travel Planning
Often it’s not as simple as setting dates and times for your roadshow and making everything fit around the pre-designated times. Roadshow schedules can look much more appealing on paper than they do when you are actually on the roadshow, especially when the roadshow covers multiple states/timezones. You need to consider flight times, traffic and flight delays, factor in some rest time for speakers and look at which sequence of cities will work most favourably for the comfort of the travellers as well as your overall budget. That’s a lot to think about! Let Events Outsourced assist you with scheduling your upcoming Roadshow to ensure your speakers aren’t exhausted and you haven’t spent a fortune expanding your roadshow over too many days.
Onsite Conference Manager
Are you looking to ensure consistency throughout your roadshow series? Are you needing to ensure your speakers have someone they can call on for any needs during the roadshow? Do you feel you would benefit more from the time to interact with the delegates rather than running around? Events Outsourced can attend your roadshow to ensure consistency, attend to your every need and ensure everything is running according to schedule.