Start with an attendance list that explains the work
List each traveller’s role, required first workday and final commitment. Include setup, education, press activity, customer meetings and dismantling separately. A booth technician and a managing director may attend the same event but need very different flight and hotel dates.
Agree internally who owns the budget and who can approve changes. If an agency, executive assistant and show manager all contribute, use one shared attendance list and one person responsible for its final version. That prevents duplicate reservations and conflicting arrival instructions.
Give long-haul arrivals a realistic first day
Consider arriving before the first essential workday, especially when the team must prepare a stand or host customers. Use that time for recovery, a short briefing and checking the venue route. Keep the first evening light rather than scheduling an important customer dinner immediately after arrival.
When comparing flights, consider connection time, baggage handling and the cost of a missed workday as well as the fare. Confirm each traveller’s entry and travel-document requirements through the relevant official channels before committing to non-refundable bookings. Requirements depend on the individual; a company-wide assumption is not enough.
Compare the complete accommodation cost
For every hotel option, record the room rate, applicable taxes, resort fees, deposits and cancellation terms. Compare the official event housing program with other offers using the same stay dates and room assumptions. A lower headline rate can disappear once extra charges and transportation are included.
A room block needs special attention to deadlines, reductions and any obligation to pay for unused rooms. Confirm who pays each bill and whether travellers provide their own card for incidental charges. Use the existing corporate room-block guide when comparing group contracts.
Build one local movement plan
Map the actual event hall, hotel pickup point and customer meeting locations. Decide which movements are shared transfers and which colleagues handle independently. A named hotel alone is not a precise pickup instruction; resorts can have several entrances and designated loading areas.
Circulate an itinerary with local times, the event address, meeting owners and the person who can authorize changes. Give drivers and guests the details they need without distributing unnecessary personal information. Set a fallback contact for delayed flights and missed pickups.
Keep freight and passenger travel coordinated but distinct
Product samples, machinery and display materials need the company’s approved shipping and exhibitor-service arrangements. Confirm who manages delivery, installation, venue access and collection. The travel coordinator should know those dates, but a passenger transfer is not a freight solution.
For valuable or specialized items, use qualified providers and the company’s insurance and security processes. If equipment delays change staff requirements, update flights, rooms and transfers through the same approval route rather than letting several colleagues change bookings independently.
Plan customer hospitality before the diary fills
Identify one or two priority evenings and the business purpose of each. Smaller dinners work well for detailed partner discussions; larger receptions need a clear hosting plan. Confirm company hospitality policies, guest dietary needs and the venue’s deposit and minimum-spend terms.
To request local support, send the event name, expected team size, stay dates, hotel preferences, transfer needs and the number of customer dinners. BusinessArranged can communicate in German and English and help coordinate the Las Vegas portion of the trip. Keep registration and booth operations with the responsible event teams.