When I started at ACerS, it was shortly before their annual MS&T meeting. I had to quickly get all the materials printed, collected, and packed for this important meeting. I quickly realized as I unpacked the multitude of boxes that there was simply not room for all of the collateral that was brought to the meeting. On top of that, all papers were flat on the tables except for an occasional flyer in a stand.
ACerS had a student lounge where members could come in, catch up with other members, pick up information about upcoming ACerS conferences, and relax between sessions. Unfortunately, our tables where we displayed our information was so packed with papers that I had to lay them accordian-style on the table to just get them all out. And we had at least 20 more full boxes under the tables! At one point, someone asked about an upcoming event and I struggled to find the flyer they were requesting. It was lost in the sea of papers that littered our tables.
After the meeting was over and we packed up our office, we ended up throwing away numerous full boxes of flyers that had been sent to the meeting. Clearly we needed an overhaul of the meeting collateral.
Once I got back to the office, I developed a packing list for each meeting. This was adhered to by everyone in the office, and realistic quantities were sent to meetings. I also purchased table top displays and floor stands to give the materials a professional, polished appearance. This photo shows the newly displayed collateral which allowed attendees and staff to find the materials they are looking for that is pertinent to that meeting. By scaling back on what was sent, and sending realistic quantities, it slashed printing costs, drayage costs, and allowed for a professional appearance with only relevant materials, and signage to easily find what you needed. This also allowed for more conversation with meeting attendees, thus being able to educate them on a new product or upcoming meeting.
This photo is our MS&T lounge, and shows members interacting with the collateral and enjoying themselves in the lounge. The black signs with white lettering created a unified, professional appearance that attendees could easily navigate to find what they needed.