The same booth had to be set up twice, but in two different European countries in a short periode of time. Only five days separated the end of the Elmässan exhibtion in Stockholm and the beginning of Solar Solutions in Kortrijk. Nevertheless, CPX's booth had to be present at both fairs. Transport, disassembly, and assembly in such a short timeframe require a lot of preparation and strong collaboration.
"You have to make sure that you eliminate the chance of errors and mistakes. Leave nothing to chance."
Project Manager Vincent Muis about the logistical challenge of CPX
Vincent: "The challenge was that a booth had to be set up in Kortrijk within five days after being in Stockholm. We had this short timeframe because CPX (supplier to large solar projects) had to be present at the exhibition in both locations. This is indeed a logistical challenge in international stand construction. You have more control over the situation when preparing a booth in our workshop and transporting it to the location. In that case, you can easily check everything. But now, there are more factors at play where you have less control."
The factors Vincent is referring to are that not all booth materials had to be transported from Stockholm to Kortrijk. At Solar Solutions in Kortrijk, CPX had a corner stand, while in Stockholm, it was a front stand. Therefore, not all components needed to move to the next exhibition. The dismantling team in Stockholm needed to be clear about which parts were to go where.
"Because if they ended up at KOP in Vaassen, it would be too late for Kortrijk, and you would essentially have an incomplete booth," Vincent explains.
According to Vincent and Hens, the biggest challenge was the large number of components owned by CPX. These unique parts were produced by KOP and specially designed for the CPX booth. Components such as displays, customer products, counters, and seating were present in the booth at both exhibitions, so they needed to be transported from Stockholm to Kortrijk.
"There is a susceptibility to errors due to time pressure and the complexity for the dismantling team. You have to ensure that you minimize the chance of mistakes and misunderstandings. Leave nothing to chance. This requires good coordination between project managers, with Hens responsible for Stockholm and me for Kortrijk," says Vincent.
KOP van at the Kortrijk Xpo
Hens: "During the preparation, we had weekly meetings. When I was working on my material list for Stockholm, I clearly highlighted and indicated which parts should go where. Vincent did the same for the material list of Kortrijk. In addition, you have to keep communicating with each other. It may sound cliché, but if there's anything: call. In case of doubt or questions: call. Always double-check everything with each other. That's the only way to make it work well."
"As Vincent mentioned, the time pressure makes it complex. This brings a significant risk with it, but through constant communication, we have accomplished this. I also emphasized this to the dismantling team. During the dismantling in Stockholm, I appointed one project leader who was responsible. In this case, it was an experienced stand builder. Together, we walked through the entire stand to discuss what he needed to pay attention to. And also in this case, if he didn't know something: call," says Hens.
CPX-stand - Stockholm (L) and Kortrijk (R)
Vincent: "I'm glad it went so well, mainly thanks to that coordination. This prevents any interference and ensures smooth communication. Together, we all ensured a successful outcome."
Hens agrees: "I feel good about the whole process. The entire team contributed to the seamless setup and dismantling. I certainly look forward to collaborating with Vincent in this way more often."
If you're participating in a trade event in Europe and are curious about what we can do for you, let's discuss it over a good cup of coffee.
Leave your email and receive updates when we post something new.
Rick is our Content Marketer! One who thrives on words and visuals. He truly gets delighted from creating content.