trade show planning checklist
TRANSCRIPT
1Exhibit Options | exhibits that work as hard as you do
Trade Show Planning Checklist
12 Months Prior
• What is your purpose for attending the show •Evaluatethefloorplan,servicesandtrafficpatternstoselectaspacetorent •Readthroughthecontract,makingsureyouunderstandthepaymentschedule, terms,rulesandspaceassignmentmethods. •Applyforyourspaceandmakeyourdeposit • Budget for the show
Six Months Prior
•Whatdoyouwanttoaccomplishwithyourexhibit •Choosevendorsforyourbooth,includingsuppliersandatransportation company •Designanewexhibitifyouneedanewone • Plan out your advertising
Four Months Prior
•Choosewhowillstaffyourbooth •Makeanyreservations,includingcar,flightandhotel •Determinewhatyouroldexhibitneedsforupgrading •Chooseproductstodisplayinyourbooth • How will you handle inquiries •Speakwiththevendorsyouhavechosenaboutyourneeds,includingwhenyouneed theirservices •Createafloorplanforyourexhibit •Finalizeyourexhibitdesignforanewexhibit • Begin your trade show advertising plan
Three Months Prior
•Reviewtheexhibitormanualsoyouarefullyprepared •Chooseyourexhibitsupplier •Gooveryourfloorplan.Makenoteofanyrestrictionsandtargetdates •Planyourpresentationsordemonstrationsyouwillusewithinthebooth •Makealistofanyservicesyouneed.Noteanydiscountdates
2Exhibit Options | exhibits that work as hard as you do
Trade Show Planning Checklist
Three Months Prior ...continued
•Givecopiesoftheplantoyourstaff •Reservetheextraspaceyouneedforyourhospitalitysuiteorpressconference •Chooseyourcateringoptions •Submityourfreeadvertisingtothevenuefortheexhibitorguideorpreview •Turninyourauthorizationformforyourexhibitor-appointedcontractor •Planyourpre-showmeeting
Two Months Prior
•Previewyournewexhibit •Finalizeyourgraphics •Orderbadgesforyourstaff •Provideinformationtootherdepartmentsthatmayusethesamebooth •Orderyourleadformsandfinalizetheproceduresforinquiries •Preparetheordersforalltheservicesyouneed,placingyourorderswithenoughtime tobenefitfrompre-paydiscounts •Checkonallyourpromotionstoensuretheyareontarget •Preparethepresskits •Verifyreservationsforyourentirestaff,makinganynecessarychanges •Createabriefingpacketforthosewhowillstaffyourbooth •Schedulethetrainingforyourstaff •Remindmanagementofbriefingmeetingswiththeiragenda
One Month Prior
•Checkonyourshipments •Checkthescheduleforinstallationanddismantlingofyourbooth,includingan estimateofcost •Confirmalltravelreservations • Follow up with vendors on the dates •Confirmdisplayliteratureavailability •Previewyourportabledisplay •Sendoutallmaterialstoensuretheyarriveontime •Distributebriefingandtrainingmaterialstoyourstaff
3Exhibit Options | exhibits that work as hard as you do
Trade Show Planning Checklist
One Month Prior ...continued •Holdthepre-showbriefingattheoffice •Arrangeanymeetingsyouwillneedtoholdwhileattheshow •Sendsecondreminderofmeetingswiththeiragendatomanagement •Determinewhenyouwillbriefstaffattheshowonthepurposeofattendance, demonstrations,agendaandshowspecials •Makesureyouhavecopiesofyourorderswithproofofpayment,creditcards, contactinformationforallvendors,shippingmanifest,shippinglabelsforreturn shipping,traveler’schecksandengineeringcertificateforyourexhibit
When You Arrive
•Checkforthearrivalofallshipments •Checkonreservationsforhotelroomsandmeetingrooms,aswellascateringorders •Locatetheelectricianandserviceareaandconfirminstallationdateandtime •Supervisethesetupofthebooth • Brief and train your staff one day prior to the start of the trade show
During The Show
•Reserveaspaceforthefollowingyear • Meet with your staff daily •Arrangeforboothdismantlingandreturnshipping •Sendleadformsbacktotheofficeeverydaytobeprocessed
After The Show
•Supervisedismantlingofthebooth •Workwiththeleadsyougenerated •Debriefyourstaff •Composethank-younotestothosewhotookthetimetovisityourboothandsend them