exhibitor checklist trade shows
The Complete Trade Show Exhibit check list List and Ultimate Trade Show Planning Checklist in this article for a successful exhibiting experience
First Time Exhibitor Checklist for trade show
In this article, we are trying to give you a template of a checklist of points that exhibitors and business owners should do to set up a booth and participate in trade shows. This checklist is the most complete checklist for those of you who intend to have a Booth. If you want to stay with our online magazine.
Preparing for a trade show as an exhibitor requires careful planning and organization in order to be successful at a trade show. Here is a comprehensive checklist covering all key aspects:
1- Planning before the show and setting the goal
Define your objectives for attending the exhibition, the objectives you set before doing anything should be clear and measurable, for example my objective of attending the exhibition is to sell a product or generate leads, brand awareness, launch product and more. Goals
2. Set a budget
Determine the budget as much as possible, what equipment you need, what you need to do and how much budget each needs, then estimate the cost including: booth space, booth and exhibition equipment, marketing channels and tools, shipping and quotations and estimated prices etc. and allocate a budget based on the estimated cost.
3- According to the purpose, choose which exhibition to participate in
According to your field of work, probably one or more exhibitions are suitable for attending and setting up a booth, researching and choosing relevant trade exhibitions. Check the location of the exhibition. It is possible that the trade show you want will be held in different states of the United States or not only in a certain state, so you have to decide which state or city is more convenient for you, which industry focus of the trade show you require. Check out which trade shows you want to attend, which trade shows have the largest audience, and which trade shows are best suited to your time. And then choose.
4. Registration in trade fairs:
After choosing the exhibition, find the organizer of the desired trade exhibition, enter the organizer’s website, register for the relevant exhibition, choose the desired booth location and be sure to read our article about the booth location in advance” Tips toChoose the Best Trade Show Booth Location” . Complete and confirm the process of purchasing a place or booth space. This is the place where you are going to build a booth later.
5. This step is the turn of designing the booth and setting it up:
First of all, you should look for a caring booth construction company for your business and with an experienced team. Methodex America booth construction company can give you this promise that it will be by your side all the way, compassionately, our services include booth design, booth rental. so you can have a booth with us with any budget. The next step after choosing a booth maker is to order the design and construction of the booth. Be sure to take this part of the work seriously as it has a great impact on your branding and can separate you from your competitors . Choosing the booth design is extremely helpful, the booth construction company will send you some suggested designs based on your goals and budget, from which you will choose a few designs. Be careful to pay attention to the crowd management tips in the booth. In addition to determining the design of the booth, you must specify the interior decoration of the booth, whether it has furniture, flower arrangements, or displays.
6. What marketing channels should I use?
This part first requires providing and dividing the budget and allocating a specific budget for marketing, because if you do not allocate a specific budget for marketing and Social Media Marketing , which is an important part of building a booth and participating in the exhibition, your impact will be greatly reduced. Be sure to announce in which part of the trade show you will participate and have a booth before the start of the exhibition using marketing tools such as: social networks, advertisements, billboards and other tools and strategies.
Marketing channels are very wide. If you want to act more professionally, specify a budget for each marketing channel, for example: allocate a budget for social network advertising, a budget for online advertising and a part for offline advertising.
Don’t forget to prepare brochures, business cards, catalogs and other printed materials, these items will be distributed among visitors during the exhibition, be sure to have a strategy for distributing business cards and brochures, producing digital content (film, presentation) is also important. This content will be used both on the displays inside the booth and on your social networks and website. Don’t forget promotional items or promotional gifts, which greatly affect your branding both at the trade show and after.
7. Do not ignore the role of personnel in the success of the trade show
Before the trade show, prepare the booth staff for the presence at the booth. Train the skills of negotiation, building communication, finalizing the sale and getting leads, the booth staff should have the ability to solve problems, manage crises, and manage the crowd of the booth in case of crowding, be patient, and have complete mastery of the questions Visitors answer.
The staff of the booth must have complete information about your products and services and have sufficient mastery in explaining this information, the number of employees must be sufficient according to the population of the exhibition, provide the comfort facilities for the employees, the attendance schedule of the employees must be arranged in advance and You have already practiced the scenarios to be performed in the booth.
8- Management of marketing processes in the booth
Finally, one person must manage all the stages of implementing marketing strategies so that all marketing processes and budgets are not aimless, we are supposed to measure the achievement of goals in the end, this part is the responsibility of the marketing manager, and He should also manage the correctness and implementation of the booth processes, for example: Is the process of attracting leads done correctly and reaches the desired number? Are the booth scanners working properly? If the person in charge of the technical problems does not solve the problem, are the SEO, social networks and advertising departments working properly and the number of visitors is sufficient? Are you sending lead follow-up emails and calls after the trade show?
9-As an exhibitor, do not forget the transportation and logistics process:
In order for a booth to reach the reopening day, the transportation and logistics team must have worked regularly and properly, a large part of this work is the responsibility of the booth building company, so the business manager is not responsible for this, the booth building company or the booth person. At this stage, the builder must be professional and experienced so that all the work is done on time and correctly, you as a business owner should only follow these steps.
10-Travel and accommodation planning is the responsibility of the exhibitor:
If you need to travel to the exhibition site with the team or you have special guests, it is the responsibility of the exhibitor to plan the flight reservation and transportation, and you must also book a hotel for the booth staff so that the staff’s amenities are ready, but The exhibitor is responsible for planning transportation and local logistics.
11-The exhibitor must comply with the regulations of the exhibition
As an exhibitor, you must read the rules and regulations of the exhibition in advance and master them and observe the rules and regulations at all stages. From the exhibition environment to the inappropriate treatment in the exhibition environment, all of them will be against the laws and there is a part of the rules and regulations for the trade exhibition booth construction, which the booth builder or the booth construction company must be aware of these rules and follow them. Also, get exhibition permits and exhibition insurance in advance.
What should the exhibitor do during the exhibition?
– Test the booth equipment one hour before the arrival of visitors every day (screen, tablets, lamps, internet).
– Organize marketing equipment before opening hours and during opening hours: Monitor brochures, business cards and promotional items for sufficient quantity and quality.
– Set up digital presentations and demos so they are seamless.
– Conduct a final briefing with the team to make final preparations before reopening.
– Review goals, roles and responsibilities.
– Confirm the lead acquisition process.
– Actively communicate with participants during the exhibition.
– Schedule meetings with clients and key partners.
– Attend trade show events and meetings for networking.
– Monitor booth traffic and booth interactions.
– Change strategies if needed to improve performance, no problem.
What are the activities of the exhibitor after the exhibition?
– Pack and remove the remaining equipment and items in the booth.
– Arrange return shipping for booth materials and products.
– To collect the booth, contact the booth construction company and make arrangements
– Organize collected leads and contact information.
– Follow-up, quick implementation of the follow-up strategy (email, call).
– Take booth performance report and review performance evaluation against targets.
– Collect feedback from staff and participants.
– ROI (return on investment) analysis.
– Send thank you notes to customers, prospects and partners.
Hold a briefing with the team and discuss what worked and what areas could be improved.
– Plan future trade shows based on feedback.
– Check inventory of marketing materials and promotional items.
– Reset if necessary for future events.
the Importance of Trade Shows for Your Business
Trade shows play an important role in the growth and success of businesses in various industries. These events provide a suitable platform for companies to show their products and latest achievements to the target audience and to have direct and physical interaction with potential customers, partners and industry peers. One of the main advantages of participating in trade fairs is the opportunity of branding directly with the target audience. By setting up a booth at a trade show, businesses can increase their brand visibility in the market, generate new prospects, and strengthen their brand presence. This exposure is especially valuable for small and medium enterprises (SMEs) seeking to establish themselves in competitive markets.
In addition, trade fairs serve as an ideal setting for networking and building relationships. Businesses can interact with other exhibitors, industry experts and thought leaders and make valuable connections that can lead to partnerships, collaborations and new business opportunities. The face-to-face interactions that happen at trade shows are unparalleled, enabling meaningful conversations and building trust that are often more challenging to achieve through digital channels alone. Additionally, trade shows provide a forum for companies to gain insights into industry trends, competitor activities, and market demands, enabling them to stay ahead of the curve and adapt their strategies accordingly.
Product launch and display is another important advantage of trade fairs. Companies can unveil new products and services in a dynamic environment and provide live demonstrations to attendees. This immediate feedback loop from a diverse audience can be helpful in refining products and addressing potential issues before wider market release. In addition, the excitement and buzz generated about product introductions at trade shows can increase media coverage and social media engagement, further amplifying the reach and impact of the introduction.
Finally, trade shows are an effective tool for generating and selling leads. Attendees who visit trade shows are often highly interested and motivated buyers looking for solutions and innovations. This target audience provides businesses with high-quality leads that can be converted to sales more efficiently than traditional marketing methods. By interacting directly with potential customers, companies can better understand their needs, answer questions, and communicate, which significantly increases the likelihood of closing deals. In general, trade shows are a worthwhile investment for businesses aiming to grow their market presence, innovate and increase sales.
