It’s all in the prep…
For any project, putting the time in early to prepare yields a better product. If you want a flawless finish, you need to put the time in sanding. That also holds true for events. This weekend, we are at the Craftsmen’s Classic Arts and Crafts show in Myrtle Beach, SC. As we greet customers, answer questions, and print receipts, most will never realize everything that occurred to make that experience the best it can be.
It starts with inventory. What do our customers want? How much do we make? What wood species will appeal to this market? Sometimes it’s just a guessing game, because as customers ourselves, things change. We do our best based on past sales, market research, peer business conversations, and other factors. Sometimes we get it right, and sometimes, it’s a swing and a miss. But every now and then, it’s a grand slam and customers leave happy.
That inventory then needs loaded - into our software, into totes, into the trailer. It’s both mental and physical. Pricing needs to be accurate. The sales tax needs updated for whatever state we are selling in. Pictures taken. Quantities updated, internet sales paused to keep inventory accurate. Then, each piece needs packed up for transport, and at that point you find out if you have enough microfiber cloths - and if you don’t - then you pause, run out and get more. Sounds simple, right? What goes in which tote? What items do you combine? What items get displayed on peg board? What items sit on the table? What items are free-standing? What items need to get set up first? Second? Third? What items get packed unassembled, to be put together at the event? How do I fill this tote so things don’t shift? How do I keep the tote weight so that it’s not overly heavy? And then we have to load the trailer. Loading may seem simple - just stack totes and run some straps. That’s what we thought with our first event! Now we color code totes based on need - last items in the trailer are the first ones needed and first ones unloaded. Others stay in the trailer until replenishment is needed. Even then, product isn’t the first thing off, as we need to get all our display items, tables, props, etc. out first.
Once loaded, everything needs secured, event paperwork handy, truck and trailer checked. Now, for us. Logo’ed polo’s packed? Check. Snacks for the trip, for the event, and for the hotel packed? Check. Water? Check. Other clothes and items? Check. So by 1 am, we believe all our prep works is done, hit the bed for a few hours, and then prepare to roll south by 7 am. What time did we roll Thursday morning? About 6:51 am. And this time the youngest daughter is going with us, following behind. Off we go!
It’s a smooth drive down to Myrtle Beach and then we join the line to check in at the MB Convention Center. As of 11:01 am, we are checked in, and able to drive into the venue to start unloading. Here we have a major treat - we can pull the tailer inside the venue, unhook and leave it there for the duration. This is a major luxury! From there, it’s game on to start unloading and start setting up. Shortly thereafter, our oldest daughter fresh from her move to Myrtle Beach, arrives, and brought us an unexpected lunch!
Trip after trip, setup after setup, tote after tote, each of the pieces start to come together. Layout changes often happen on the fly due to product mix. Do we have every product category represented? Does the display look appealing? Are all the product cards filled out? Is everything priced? Do we have batteries? (Nope, and a Wal-mart run is now in our future). Spotlights aimed correctly? Business cards accessible? The list goes on and on…
With the final empty totes together and toolbox closed, we take a final look at the booth to make sure it is customer-ready. With all final touches complete, it’s 4:15 and time to head to the hotel to check in. At just over 5 hours, yep 5 hours, we can feel comfortable and start thinking about tomorrow. This setup was several weeks in the making, and a lot of hours crammed in at the last moment. Now it’s time to see if all the hard work pays off - It’s time to Design and Refine.
