LOGISTIC MANAGEMENT

CLIENT

Academia Ophthalmologica Belgica (AOB) organizes the OB Congress annually, including a trade fair in the heart of Brussels.  

CHALLENGE

For the OB Congress, AOB was looking for a partner to fully coordinate the setup and dismantling of the trade fair area. The logistical complexity required tight organization and clear communication with all stakeholders.

OUR APPROACH

To ensure the setup, dismantling, and logistical support of the trade fair went smoothly and efficiently, we developed a structured approach. The central location in Brussels, with its limited and challenging access to the exhibition hall, demanded precise planning and transparent communication with all stakeholders. From the outset, we introduced specific procedures to monitor each phase closely and make real-time adjustments when necessary.  

 

We handle: 

- Developing an exhibitor manual with practical information about setup, dismantling, and access. This ensured that every exhibitor knew exactly what was expected of them and when. Additional reminders were sent to help them submit their orders on time and avoid extra costs. 

- Reviewing and approving stand designs to guarantee quality and safety. Each proposal was assessed for size, maximum height, and technical feasibility, in close collaboration with the venue’s technical team. Only approved designs were granted access to the exhibition hall. 

- Creating an online submission for exhibitors, stand builders, and external suppliers to collect information about vehicles, their sizes, transported materials, and preferred loading and unloading times. Based on this input, we created a detailed schedule to streamline the entire process. 

- Coordinating the delivery of access passes based on the finalized loading and unloading schedule. Each stakeholder received the appropriate passes aligned with their assigned time slots. We also sent out clear, practical reminders containing all relevant information and deadlines, ensuring smooth and timely access for everyone involved. 

- Handling additional logistics, such as booking hotel accommodations for speakers and board members, allowing them to attend the congress worry-free.  

THE RESULT

Thanks to our efficient organization, 40 to 50 exhibitors were able to set up and dismantle their booths without issue, despite the logistical challenges of the location. This allowed the client to focus confidently on the congress itself, knowing that the trade fair operations were in good hands. 

KEY NUMBERS