What good is developing great products if you do not show them off properly to your target audience?
The sentence above actually encompasses the whole logic behind a trade show.
However, a mention needs to be made here: trade fairs (or shows) are different from consumer fairs in that they are open for companies, rather than for the general public.
That being said, we thought of comprising a brief guide for organizing a trade fair. Only useful tips inside.
How Your Checklist Should Look Like
First off, here’s a glimpse into the essential points which should be on your event checklist:
- Put together and provide all the resources (e.g. documents and regulations) participants will need.
- Book the venue in advance.
- Think of the floor map – the way trading stations will be lined up.
- Provide assistance with booth resources.
- Book an entertainment act.
- Provide networking opportunities for the participants – trade shows are not just about exhibiting one business’s services, but also about establishing business partnerships.
- Offer accommodation options.
- Make sure the logistics are all dealt with (e.g. power supplies, carpets, furniture, cleaning products, office supplies).
- Have a separate plan for your promotional efforts.
- Cast special attention to the aftermath of the exhibition.
Planning and Team Management
A trade show can be a costly endeavor. The last thing a planner would want is an event which exceeds its allocated budget.
This is what careful planning helps you avoid. So make sure you add an extra 10% when crafting your budget.
There are many expenses you may not have foreseen, so ensuring you have a safety net will come in handy in case the unexpected occurs.
Besides the financial aspect, team management is crucial for such a large scale event. It is best to have clear roles distributed within your teams.
Plus, you will need as many volunteers as you can gather. So, a pro tip would be to seek out for volunteers, right after you have booked your venue.
On-site Trade Show Kits
Since the scope of a trade fair is a promotional one, marketing materials and resource distribution should be as swift as possible.
As an organizer, you have to be able to provide assistance with:
- Customer report templates
- Press kits
- Broadcast hardware
- Booth setup and lighting
Participants should be able to get as much exposure from the fair as possible.
As long as you strive to meet their needs, you increase the odds they will want to attend the next edition.
Checklists, planning, finances, logistics – these seem to be the pillars of good trade fair organizing.
However, apart from them, you need that little extra something which will make your show stand out. Moreover, that something is entertainment.
For a trade show, you could opt for:
- Keynote speakers
- Motivational speakers
Usually, your entertainment would address the businesses exhibiting at the trade.
A keynote speakers lineup is always tempting for organizations in search of growing their brand.
Not only will participants gain exposure from your trade fair, but they also get valuable expert input and advice.
Keeping a Clear Head
Organizing a trade show is no child’s play. There are lots of participants and lots of pieces to put together.
To stay on top of your game and put together the best action course, try to make each aspect clear in your mind after devising the plan.
For more tips on event planning and entertainment, follow the Grable Group blog.