Planning a conference involves more than shipping boxes. Every printer, badge, scanner, registration counter, monitor, kiosk, microphone, and piece of technology has to arrive at the right place, at the right time, ready for attendees. eventPower manages the logistics behind your event technology so your team can focus on delivering an exceptional conference experience instead of tracking shipments. From registration equipment and badge printing to lead retrieval, session tracking, digital signage, breakout AV, and keynote production, we coordinate the logistics from warehouse to venue and back again.
Every conference is different, but the logistics behind every successful event share one thing in common. Everything has to work together. Our logistics team coordinates every shipment, delivery, setup schedule, and return so your event technology arrives organized, on time, and ready for your staff. Whether you're hosting a 300-person association meeting or a 25,000-attendee convention, we help simplify the operational side of conference management.
What We Coordinate
Conference logistics we manage includes:
Registration equipment shipping
Badge printers and badge stock
Lead Retrieval devices
Session Tracking equipment
Speaker Ready Room technology
Digital Signage displays
Breakout room AV
General Session AV
Interpretation Assistance
Keynote production equipment
Event networking technology
Mobile app support
Registration counters
Shipping coordination
Advance warehouse delivery
Venue delivery scheduling
Equipment tracking
Onsite setup
Return shipping coordination
Let Us Handle the Logistics
The best events happen when planners aren't worrying about where their equipment is.
Book a demo today and discover how eventPower simplifies conference logistics from warehouse to show floor.
What conference equipment can eventPower ship and manage?
eventPower coordinates the shipping, tracking, delivery, setup, and return of nearly every piece of event technology required to operate a conference. This includes registration equipment, badge printers, self-service kiosks, Lead Retrieval devices, Session Tracking equipment, digital signage, breakout room AV, keynote production equipment, speaker ready room technology, and other event management supplies. Through our trusted partners, we also coordinate exhibit hall services, staging, lighting, decorating, drape, and large-scale audiovisual production.
How much registration equipment will my conference need?
Every event is different. Your dedicated Project Manager will evaluate your attendee count, registration hours, peak traffic periods, and venue layout to recommend the right number of registration counters, badge printers, kiosks, scanners, and supplies. Our goal is to minimize attendee wait times while ensuring your registration process runs smoothly from opening until closing.
Where is conference equipment shipped before my event?
If your event uses a general service contractor or decorator, eventPower ships equipment directly to the designated advance warehouse for delivery to your venue. If no advance warehouse is being used, equipment is shipped directly to your event venue and typically arrives approximately 48 hours before scheduled setup. Our logistics team coordinates with venues, decorators, and service contractors to ensure every shipment arrives on schedule.
Can I choose my own shipping carrier for conference equipment?
To maintain scheduling consistency and delivery reliability, eventPower uses trusted freight partners for all conference equipment shipments. Standardizing our shipping process helps ensure equipment arrives on time, reduces logistical issues, and allows our team to proactively monitor every shipment throughout transit.>
Does eventPower help with equipment setup at the venue?
Yes. For first-time events, an eventPower team member will typically be onsite to assist with installation, testing, and staff training. Future onsite support depends on your service agreement. Live remote technical support is available throughout your event using the QR codes and phone numbers located on all registration equipment and printers.
What happens if we need additional event equipment during the conference?
Unexpected needs happen. While availability cannot be guaranteed, eventPower maintains additional inventory that may be shipped overnight when possible. Whether you need extra registration counters, badge printers, Lead Retrieval scanners, Session Tracking devices, or other event equipment, our team works quickly to minimize disruption and keep your event running smoothly.
