Precision Under Pressure

GES has supported Waste Expo, an Informa Markets event, for over 25 years. The show’s move-in is uniquely complex, involving over 100 large vehicles—primarily waste management trucks—requiring a meticulously timed and sequenced plan. Six weeks before the 2025 event, the team was informed that there was an unexpected reduction in move in time. Exhibitor schedules were already set, and any disruption risked confusion, delays, and dissatisfaction.

An unexpected reduction in move in time for a show of this scale—featuring massive equipment and precise logistics—posed a serious risk. Many exhibitors had followed the same installation timeline for over 15 years. GES needed to reengineer the entire move-in strategy to preserve the familiar pace and minimize disruption.

GES led five weeks of cross-functional planning with five operational departments: Client Services, The Show Organizer, The Convention Center, and Union partners and external contractors. The team developed a multi-shift schedule with staggered start times, coordinated access across overlapping shows, and precise manpower planning. Final details were confirmed just weeks before move-in. The result: a schedule that mirrored previous years and preserved the exhibitor experience 

Daily planning meetings, direct outreach to exhibitors, and a robust communication strategy ensured flawless execution. Despite the compressed timeline, vehicle spotting and material handling were completed efficiently, and service levels remained high. The client was thrilled, and exhibitors reported a seamless setup