a guide to planning successful stands or booths at exhibitions or trade shows with hints, tip and a

timeline of actions before, during and after the trade show. Page updated 29 Dec 2013
KayDeeElle- ideas
forallyourevent
serviceandparty
needs
KayDeeElle
themed event ideas worth
looking at!
search site
Other Guides
See our step-by-
step guides to:
corporate
events
event safety
planning
opening a bar
or nightclub
Hint: Keep an
emailing list of
interested parties so
you can let them
know of updates
and significant
milestones being
reached.
Or evn better, put
together a blog.
Amazon.co.uk
Scenery
John Blurton
New 20.76
Best 16.65
Privacy Information
Amazon.co.uk
FS402 Exhibition Display
Stand w/ Bracket for 32"
37" ...
Allcam
New 104.98
Best 104.98
Privacy Information
Hint:
Take a pocket
digital camera with
you to record
moments for your
Guide to Planning
Successful Exhibitions
booths / promotional stands / trade shows
A Step-By-Step Guide with Hints and Tips
KayDeeElle 2002
..before you start -
remember, KayDeeElle are here
to give you ideas for your
theme and also to let you know
the various aspects of what's
involved and the decisions you'll
likely need to make.
Ideas about decor and design to
stimulate your creativity..
..so browse around and check
out what ideas we can tickle in
your mind...
Having a plan is critical to exhibiting successfully at a trade
show. Here's a step-by-step guide of when to do what. Use it
as the basis for your plan.
And there are some hints and tips to helping make sure your
exhibition stand runs smoothly.
You may not need to do everything below, and your specific
circumstances might mean changing things around a bit. So
just choose those things appropriate to you and shuffle things
around as suits you.
Ready, Steady, Show
Time!
12 Months To Go
Be sure you know why you are participating - set aims.
Prepare budget.
Read contract carefully (get legal to give it the once-
over): Understand terms and conditions, payment
schedule, how space is assigned.
Select location: Consult floor plans, traffic patterns,
services, and audience makeup.
Send in application and (first) payment.
Six Months To Go
Set objectives for show.
Stumble It!
Here's a desert island
produced for a food expo.
clickforbigger
picture:SPAR
TropicalIsland
exhibitionset
Close up of tropical pool
clickforbigger
picture:Close
upoftropical
pool
You can rent props to add
the finishing touches to
your trade show stand - we
guarantee it will draw more
trade...
Hint: if you're looking for a
job in the exhibition / trade
show industry, you need to
know what's in this guide.
It's essential background
reading to give you the edge.
It will give you some useful
ideas for asking questions at
interviews. And we all know
that's an ideal way to
showcase things that you're
on top of, that haven't come
up in the interview panel's
questions...
clickfor
bigger
picture:A
dramatic
entranceto
clickfor
bigger
picture:
Perhaps
or
perh
aps
we
can
build
a
get more ideas for props,
decor and themes here...
Hint: If the exhibition / trade
show is being held at a
seasonally active time of year,
book your vital services
early, especially hotel
reservations and stand design.
Interbuild Africa
2014
redant.co.za/exhibition-stan...
Interbuild Africa Exhibition
Stand Contact us for a
Solution
Save big $$ on Daily Deals
from Amazon Goldbox
Page 1 of 5 Guide to Successful Exhibition Stands at Trade Shows
30-Jun-14 http://www.kdl.to/guides/exhibition_guide.htm
in-house magazine
or web site. It also
can act as a useful
substitute for a
photocopier
Hint: If you have
an intranet or a web
site - get your
support department
to create a page for
the exhibition.
Failing that, set up
a facebook account
- but don't forget to
restrict access to
employees and
other relvant
parties! (e.g. health
and safety
consultants,
selected suppliers.)
Keep it updated
with progress and
include lots of
pictures. more...
Idea maker: Have
a look at a selection
of pictures to help
stimulate ideas to
attract people to
your stand.. you will
find them right here
Consider whether other departments are to participate.
Liaise and inform, understand their needs.
Plan show advertising. Don't forget your website and /
or intranet.
Research and choose primary suppliers
visual dcor / exhibit house:
banner stands and exhibition stands
portable banner stand
pop up booth
exhibit display booth
trade show booth rental
transportation / logistics company,
installation / dismantle supplier.
Decide if new exhibit is needed. If so, begin design
process.
Consider flamboyant dcor to stand out from your
competitors such as
inflatables,
branded flags,
anything with high visual impact, such as an
exciting theme like 70s Funk, Undersea, Jungle
or Hades.
Four Months To Go
Select staff for show and support staff back at base.
Determine travel arrangements, make hotel
reservations.
Determine exhibit needs: refurbishments, tissues, fresh
wipes, storage, essential spares.
Choose display products and reserve them. Remember
to include those for:
banner stands and exhibition stands
portable banner stands
pop up booth
exhibit display booth
Plan enquiry-processing procedures.
Consider data capture, main & and alternatives,
security& backup - those leads are valuable!
Develop floor plan for exhibit.
Communicate with primary suppliers (visual dcor /
exhibit house, shipping / logistics, installation/dismantle,
after-show party) regarding services needed and dates.
If you are going for a theme or set, make sure the
designer understands your product display requirements
and any constraints like height clearance
Get an estimate on costs. (Remember to keep you
budget spreadsheet updated.)
Finalize new exhibit design. Coordinate theme with
show-related advertising design (including website).
Consider promotional gifts.
Carry out show-related advertising.
Three Months To Go
Carefully review exhibitor manual and terms and
conditions in the contract.
Note target dates and restrictions. Review exhibit floor
plan and communicate any changes to stand / exhibit
designer.
Reserve any additional meeting rooms (hospitality
events, press conferences, after-show party, etc.)
Research& choose portable exhibit supplier if needed.
Plan any in-booth presentations / demonstrations /
client meetings.
Create list of required services, noting deadlines for
early buy discounts.
Hint:
Prepare an "essentials" box:
A few spare business cards,
compliment slips, stapler, 4 or
5-way power distribution
block, sticky tape, scissors,
bluetack, superglue, penknife,
screwdriver (flat& crosshead),
first aid kit.
Hint: Use a spreadsheet to
prepare a budget. Allow space
for actuals. Keep it updated.
Apart from forming the basis
for seeking funds authority, it
forms a useful cross-reference
to your plan - a lot of the
things on your plan will be a
budget item and vice versa.
Sourcing
Mining
Machinery
alibaba.com
Choose from 1M+
Verified Suppliers.
Contact Directly &
Get Live Quotes!
Save big $$ on Daily Deals
from Amazon Goldbox
Page 2 of 5 Guide to Successful Exhibition Stands at Trade Shows
30-Jun-14 http://www.kdl.to/guides/exhibition_guide.htm
Hint: You can trim
some of the effort
required by using a
professional event
production
company.
they'll really help
take the strain....
Hint: Make sure
your trade show
booth is fully health
and safety
compliant -
especially pay
attention to fire
retardant theme
furnishings and wall
hangings.
Find out what to
expect from decor
and lighting
services here
Distribute show plan to staff.
Select catering menu (for hospitality events, press
events, after-show party etc.)
Meet deadlines for free publicity in the exhibitor guide /
preview.
Submit authorisation form if you're using exhibitor-
appointed contractors.
Plan pre-show meeting.
Two Months To Go
Preview new portable display / exhibit dcor / theme.
Request any modifications - keep to a minimum. Take
lots of photographs. As a reminder, consider:
banner stands and exhibition stands
portable banner stand
pop up booth
exhibit display booth
Consider having literature designed, coordinated to the
theme of the exhibit.
Complete graphics art / copy. Order product literature.
Order staff badges. Consider web address and / or email
address on the badges.
Update and liaise with other departments sharing the
stand / booth.
Finalise enquiry-processing procedures.
Create and order lead forms.
Prepare orders for: shipping / storage, electrical, after-
show party, promotional gifts, floral, etc.
Follow up on all promotions, making sure everything is
ready to ship by target date.
Prepare packs for the pressroom and stand / booth.
Check with staff on hotel reservations and travel
arrangements.
Develop briefing pack for booth and back-office support
staff, include web and email addresses.
Schedule training for staff at show and back-office
support staff.
Send reminder to upper management about briefing
meetings (in office and at show); include agenda and
supporting web site address.
Prior to Departure
Make sure you've got the following before leaving for
the show:
Credit cards,
Copies of all orders and cheques for services paid in
advance,
Phone numbers and addresses of all suppliers,
Tick list from above
Shipping manifest, return shipping labels,
Fire certificate, if needed and other formal
documentation for exhibit,
Mobile phone recharger, pocket digital camera and spare
memory stick(s),
"Essentials" box.
Upon Arrival
Confirm freight has arrived and that all contractors are
on schedule.
Check hotel reservations for staff, as well as confirming
meeting room bookings and catering orders.
Get to know the venue and find the service areas. Meet
electrician and confirm date and time for electrical
Event Stands
& Displays
theexhibitionist.co....
Exhibition Design &
Construction
Turnkey Exhibition
Specialist
Event
Planning
Checklist
Wall Banners
Top Quality
Trade Binary
Options
Save big $$ on Daily Deals
from Amazon Goldbox
Page 3 of 5 Guide to Successful Exhibition Stands at Trade Shows
30-Jun-14 http://www.kdl.to/guides/exhibition_guide.htm
installation. Confirm telecomms arrangements - phone /
internet connection points.
Supervise booth set-up.
Take photos of completed exhibit.
Arrange staff treats such as luxury chocolates, fresh
exotic fruit, designer fountain pens...
The day before the show hold pre-show briefing and
final training for staff. Be especially positive in all
aspects of staff communications at this time. You'll set
the mood of the staff for the whole show.
Take more photos.
During Show
Observe competitors, see what works for them. Conduct
"mystery shopping" if you can.
Give staff time to visit the other exhibitors but watch out
for poaching!
Have daily meetings with staff and unwind sessions at
the end of each day. No hangovers!
Check after-show party arrangements.
Take lots of photos with that digital camera.
Reserve next year's space.
Make arrangements for booth dismantle and shipping.
Ensure lead forms are shipped back to the office daily
for processing following your defined enquiry process.
Search: AllProducts
Keywords:
InAssociationwith
Amazon.co.uk
End of Show
Supervise stand / booth dismantling. Refer to shipping
manifest and tick list used to pack for show to make
sure everything goes back.
Debrief staff.
Attend after-show party!
After Show
Handle leads.
Send thank-you notes.
Finally...
You should always ensure that your supporting web site pages
and email addresses appear on every single communication
item used for the show:
Show invites and adverts,
Promotional gifts,
Brochures / flyers,
Visitor and press packs,
Staff badges,
Stand backdrops and signage,
Internal documents and communications.
It will add significantly to the effectiveness of the show. Of
course, you need to provide content for the supporting web
pages but that isn't covered in detail here. As a guide, things
and content to consider are:
Separate public and internal web pages?
Save big $$ on Daily Deals
from Amazon Goldbox
Page 4 of 5 Guide to Successful Exhibition Stands at Trade Shows
30-Jun-14 http://www.kdl.to/guides/exhibition_guide.htm
Keeping the pages updated as the show date
approaches and then during the show.
Web cam for during the show?
Be online during the show using a purpose built on-line
chat room?
Marketing directives re: company colours, branding etc.
Product photos and descriptive text.
Objectives of show entry
Competitions and promotions at show
Participating staff photos and background
Enquiry form
Search
Home Themesand
Props
Services
| Guide to successful corporate event planning | Guide to event safety planning |
| opening a bar or nightclub | Site map |
PhotoReady stock and fine art photo library
Save big $$ on Daily Deals
from Amazon Goldbox
Page 5 of 5 Guide to Successful Exhibition Stands at Trade Shows
30-Jun-14 http://www.kdl.to/guides/exhibition_guide.htm