PRE Show Planning
A few key areas of strategic preparation, leading up to the event, will make a significant impact to elevating the experience of all those attending the show – your sponsors and their guests, as well as the volunteers, while ensuring your event’s brand, mission and expectations shine through in our services provided.
Sponsor Experience Plan®
We'll work with your core team to align our goals and vision for your sponsors' experience. This will result in a dynamic plan, ensuring that your sponsors' experiences lead to success at the event, and beyond.
Advance discussions are best held 2 to 3 months prior to show set-up day, to develop the optimum plan.
Advance Discussions requested with:
- Event Director
- Sponsor Director
- Volunteer Director
- Hospitality Director
- Site Ops Director
Advanced Discussions via on-line, in-person, phone or email.
Virtual Sponsor Area Volunteer Training
Working with the Volunteer Director to build the best team of Concierge Volunteers.
Offering to participate in the training specific to those assigned to the sponsor area; setting expectations and building positive rapport.
- Minimum age: USA 18+, Ontario 19+, Quebec 18+.
- Discern team skills, experience and interests in participating on this team,
- Review expectations, etiquette, protocols, and safety messages.
Foster an A-Team, delighted to return year over year.
Training via on-line.
Sponsor Site Set-up and Preparation
Exhale knowing your sponsor area is in great hands.
We'll arrive before show day to set up the sponsor area, be present before gates open to after they close for each show day, and manage the area breakdown.
We'll liaise with:
- Executive Director,
- Sponsor Director,
- Hospitality Director,
- Site Ops,
- Volunteer Director,
- Vendors serving the Sponsor Area,
- Security,
- POCs, Demo Teams, as required,
We'll set-up items and activities, as noted within your Sponsor Experience Plan®, provided by GVS Concierge Services.
Show Day Activities
This is where the focus is on making moments matter for an elevated sponsor experience that creates fans. Activities are scaled to the space and resources provided.
Serving and Site Care Protocols
Concierge Volunteers will offer guests table service and self-serve options that best support the catering provided by the show organizers.
Tabletop and area decor and server supplies will be provided by GVS Concierge Services. Decor and supplies are sourced with special attention to meet airport rules and regulations.
Bussing and site care activities will be supported by a designated plan of action for the volunteers, and liaising with the service providers involved.
Networking and Appreciation
Facilitating networking opportunities within each sponsor group, and across all sponsor guests, has a significant impact on positive outcomes for a sponsor's return on investment.
Ramona will act as a networking ambassador through leading introductions and supporting social engagement between sponsor area attendees.
Acknowledging the celebration of employees or guests attending, as part of a sponsor's appreciation efforts, will also be supported with ambassador-style activities and engagement.
Performer Meet and Greet Moments
Performers and crews bring remarkable skill, talents, and above all aviation stories to inspire.
Few are comfortable entering a tent of strangers and engaging.
GVS Concierge Services facilitates unique, exciting ice-breakers, providing common ground for the crews, pilots and sponsor area attendees to connect over.
Ice-breakers that not only generate conversations, photo ops and inspiration, but key social media opportunities for attendees to share.
Hot Ramp tours, as instructed by Event Director.
On-site Performer Event
The crowds are gone for the day and the aircraft are buttoned-down.
If you plan to host a performer appreciation event in the sponsor area, GVS Concierge Services is there to reconfigure the area to your needs.
Ramona will remain on-site to oversee elements of the event, as assigned by the Event Director.
The site will be returned to a show-ready format before the gates open to sponsor arrivals, the next day.
Weather Day and Emergency
Two feared outcomes. GVS Concierge Services is prepared.
Show Day Performer delays/cancellations require last minute efforts to maintain an elevated experience for sponsors and their guests.
GVS Concierge Services delivers several impromptu aviation-centric activities and demonstrations that can be presented under the tent, with little space requirements.
Training in emergency protocols helps ensure calm leadership during stressful events.
VIP Afterburner Zone
Elevating the sponsor experience extends to the youth that are present in the sponsor.
Using low-profile equipment, a zone is created within the sponsor area, ensuring exclusive access by sponsor guests. The size is defined with the Event Director and Site Ops Director.
The zone is designed to provide an energy outlet for the youth through a mix of physical and neurodiverse options.
GVS Concierge Services provides all equipment. The equipment is sourced to meet airport rules and regulations.