About the Customer
The SANS Institute is a global leader in cybersecurity training and certifications. With more than 200,000 alumni and hundreds of courses delivered worldwide, SANS is known for setting industry standards in security education. Their teams attend conferences and events across the globe, where consistent, well branded presence is critical.
The Challenge
With a packed calendar of tradeshows and industry events, SANS needed a better way to manage event materials. Their internal process lacked visibility and created logistical headaches.
The challenges included:
- Coordinating collateral, giveaways, and booth materials across multiple events
- Preventing overspending on duplicate or unused items
- Keeping shipments lightweight, durable, and easy to move on the show floor
- Tracking what was in stock, what was checked out, and what was returned
The SANS team needed a system that streamlined fulfillment from start to finish—while still giving managers oversight and budget control.
The Solution
SANS partnered with Avail to build a centralized online store for all event materials, creating a single source of truth for every order.
Role based ordering
Employees can log in and see only the items relevant to their role, whether giveaways, print collateral, or booth essentials like banners and tablecloths.
Built in approvals
Every order routes to a supervisor for review before it is processed. This ensures requests stay within budget and aligned to the event strategy.
Smarter packing and shipping
Each shipment includes a pre paid return label, making it simple to send unused items back to inventory. To help staff on site, boxes are reinforced for durability and packed under twenty pounds, keeping them easy to carry and move around the floor.
Real time visibility
Through Avail’s live inventory tracking, the SANS team can see which booth assets are checked out, when they are due back, and what is available for upcoming events. This reduces waste, eliminates confusion, and ensures consistent branding across every show.
The Results
With Avail, SANS turned event fulfillment into a streamlined, predictable process.
Key outcomes:
- Centralized online store for tradeshow materials
- Supervisor approvals to control spend and strategy
- Pre paid return labels for easy inventory management
- Lightweight, reinforced boxes for on site handling
- Real time visibility into stock levels and asset tracking
Instead of worrying about missing items or overspending, SANS can now focus on delivering an impactful event presence.
TLDR
SANS needed a better way to manage tradeshow materials across dozens of events. Avail delivered a centralized online store with approvals, live inventory tracking, and smarter packout. The result: a smooth, efficient, and budget conscious system that keeps every booth on brand.
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