TALK TO AN EXPERT

Trade Show Asset Management at Scale

The Challenge

A national workers’ compensation insurance provider serving small businesses across 31 states relied on more than 9,000 independent sales agents and hosted over 100 events annually.

These events ranged from small local gatherings to large-scale conferences with hundreds of attendees.

Managing the program had become increasingly difficult.

The company needed a fulfillment partner capable of managing:

The biggest challenge wasn’t simply getting materials to the event.

It was knowing where the assets were, ensuring they arrived on time, and making sure they returned ready for the next event.

The WGSD Solution

WGSD developed a complete trade show asset management program designed to simplify the process for sales representatives while maintaining full visibility and control for corporate marketing teams.

Asset Tracking & Inventory Management

Every trade show display was assigned a unique identification number and made available through an online ordering system.

Sales representatives could reserve booth assets for specific events while corporate teams maintained visibility into inventory availability and utilization.

WGSD also managed inventory for more than 75 promotional products and marketing materials used throughout the year.

Pre-Built Event Kits

To simplify ordering and reduce decision fatigue, WGSD created standardized event kits based on expected attendance.

Trade Show Kits

Each kit included pre-determined quantities of brochures, promotional products, and event materials.

Hospitality Kits

Hospitality kits were also available in multiple sizes based on attendance projections.

Representatives could order a standard kit, customize a kit, or build a completely custom event order.

Trade Show Success Kit

Recognizing that many sales representatives only participated in one or two events each year, WGSD developed a Trade Show Success Kit.

Each shipment included:

If a representative encountered challenges onsite, WGSD team members were available to provide assistance.

Asset Recovery & Event Readiness

One of the customer’s largest challenges was recovering trade show assets after events.

WGSD solved this by including prepaid return shipping labels with every shipment.

Representatives simply packed the booth, attached the return label, and dropped the shipment at the designated carrier location.

Upon return to the warehouse, every display was:

Services Included:

When issues were identified, WGSD documented the condition of the asset and notified the customer.

Replacement graphics, wheels, hardware components, and other materials were coordinated directly with the customer and installed when appropriate.

For more significant damage, WGSD worked with the customer to coordinate repair or replacement solutions, ensuring exhibits remained event-ready while protecting the customer’s investment.

Only after passing inspection and readiness review was the asset released for future reservations.

Event-to-Event Logistics

During busy periods, some displays were needed for consecutive events with little time between them.

In those situations, WGSD coordinated direct transfers between event locations, ensuring displays moved seamlessly from one event to the next without returning to the warehouse.

This minimized downtime while maximizing asset utilization.

Extended Program Support

For larger events requiring show services, WGSD coordinated directly with event contractors on behalf of the customer.

Services Included:

This allowed the customer’s team to focus on selling and networking rather than managing event logistics.

Going Beyond Expectations

The true measure of a partnership is how it performs when unexpected challenges arise.

On one occasion, a first-time sales representative was so concerned about setting up her booth correctly that a WGSD team member personally drove more than 90 miles to assist with setup and event preparation.

On other occasions, emergency requests required creative solutions to ensure event materials arrived on time.

Because at WGSD, success isn’t measured by what happens when everything goes according to plan.

It’s measured by how we respond when it doesn’t.

Results

WGSD successfully managed:

Most importantly, the customer gained confidence knowing their event assets were tracked, maintained, and ready whenever needed.

Instead of worrying about logistics, their team could focus on building relationships and growing their business.

Key Services Demonstrated

WGSD — We Get Stuff Done

When our customers need a partner they can rely on, we do whatever it takes to make sure the job gets done right.