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Design and Plan Trade-Show - Laurel Hollow, New York

On trade show day you'd better be ready

Design and Plan Trade-Show - Laurel Hollow, New York

Count the days 'til showtime
Four Months Out, Three Months Out
  • Carefully read and review exhibitor manual,review exhibit floor plan and note target dates
  • Select portable exhibit supplier if you don’t own the
  • ieces you need.
  • Meet deadlines for free publicity in the exhibitor guide review.
  • Submit authorization form if you are using an exhibitor-appointed contractor.Create list of required services, noting deadlines for “early-bird”discounts.
  • Plan on what literature you want to have available in the booth.What to pass out freely,what to control.Check out inventories of current items.What new material needs to be designed?
  • Plan any in-booth presentations/ demonstrations.Start writing any scripts and schedule rehearsals.
  • Distribute show plan to staff.
  • If you are having hospitality events,press conferences,etc., reserve any additional meeting rooms & select catering menus Source
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    Tip 1: On booth day you'd better be ready

    Preparation, testing and troubleshooting prior to showtime is critically imperative. Gather all the supplies you will require, leaflets, Pamphlets, entry forms, booklets, brochures and folders. Make certain to for electrical energy from trade show organisers earlier if you require it. Also, do not let any piece of company marketing material leave your tradeshow domain without company brand and contact info on it - people MUST know how to touch base with you after the trade show.

    Tip 2: Probe your trade show visitors for information

    Ask open ended questions. The biggest fault of trade show participants is imposing closed-ended questions. Questions that can be replied to in a yes or a no is prejudicial to you launching your offerings. Allow me to explain myself. Prospects view closed questions as easy to avoid. They give you a yah or nah, and they keep on walking. This accomplishes nothing. You you would like them to stop and think about your product. and think about your company product. Force them to stop and reply to your question. Open up dialogue. Think of some good "opening statements" prior to approaching.

    Tip 3: Interactive Trade Shows.

    When people manipulate objects they many times develop an attachment to them. They become familiar with the concept of how else the products work and are more happy with the probability of buying them. Hence, tell your show-booth participants to put audiovisual aid shows that trade-show visitors can operate easily -- feeling like it is a part of the trade show experience when they connect with your product offerings.

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    Tradeshow count-down
    One Month Out
  • Follow up on target dates with all vendors,check on shipping orders
  • Follow up on installation / dismantle schedule;get an estimate on costs.Update the spreadsheet.
  • Make sure you dry run any assembly or disassembly of the exhibit.Make sure a couple of people know how to do this, even if you plan on hiring riggers.
  • Preview new portable display or new signage for your exhibit
  • Call to reconfirm airline,hotel and car reservations. Make needed changes.
  • Confirm availability of display products / literature.
  • Remind staff to check on the availability of their business cards (take plenty).
  • Invite key customers,suppliers and prospects to see you at the show.Consider an after-hour event in booth or suite.
  • Review the plan for inquiry-processing,do you need to print lead slips, where will business cards that are collected go,if automated,try it out,and make sure you can reload software.
  • Send all needed materials by target shipping date to avoid express mail shipments. Keep a list of boxes and content.
  • Set up and hold pre-show briefing meeting in office. Distribute briefing packet,including training materials,to all booth staffers.
  • Set up in-booth conference room schedule for pre-arranged meetings at show.
  • Send follow-up reminder to upper management about briefing meeting,include agenda.
  • Determine date and time for briefing staff at the exhibit. Review agenda,purpose of show,demonstrations,rehearsals,show specials,etc.Train them how to greet with an open ended question.
  • Ensure that you have the following items before leaving for the show:traveler’s checks,credit cards,copies of all orders and checks for services paid in advance,phone numbers and addresses of all vendors,engineering certificate for exhibit, shipping manifest,return shipping labels,and additional badge forms.
  • Prepare one box,to either send for floor delivery,or for you to carry,with trade show essentials,a partial list would include: Masking tape,duct tape,scissors,a couple sizes of safety
  • ins,power strip (or two),super glue,fun tack,screwdrivers, a couple different pliers,adhesive-backed Velcro,band aids, aspirin… Source

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