15.) Book Hotels or apartments , Travel , flights. Book early to save money and secure your accommodation near to the exhibition. Hotels become sold out quickly over exhibition dates. Make sure you arrive in time to set up the stand.
16.) Organise transportation of stand materials and promotional literature and merchandise. Make sure all packages are labelled correctly.
17.) Make a list of everything you have to take on the day and start putting it together including smaller items which may be hard to get hold of.
Nearer the time
18.) Send out press releases to your industry press Advise the press of your presence at the show and the products you are going to exhibit ( check out our press tips)
19.) Send out invitations to your customers and new prospects inviting them to your stand. You can do this by letter or a proper printed invitation or you can call them by phone and arrange appointments. Offer them an incentive to attend. You can offer them beverage or refreshment of some kind( Very welcoming indeed to a busy buyer). Probably two weeks before the exhibition would be a good time to send out invitations.
20.) Draw up a timetable of staffing. Make sure your staff get a proper break . Standing for long hours can be very tiring. Make sure your staff are happy and alert for your customers. Establish some basic stand rules. Eg; no alcohol, Some companies do not allow mobile phones or laptops as they do not want sales people involved with work or distractions from the office . It is often a good idea to take a technical member of staff or expert in case you have technical buyers. This will add a great deal of professionalism to your company
21.) Brief staff and train staff on the products you are going to exhibit and how you are going to sell on the stand. They need to be absolutely ready for any questions on your products. Set incentives for your staff with prizes. Who can get the most prospects? This can be an excellent way to motivate your staff and get the most effective results from the Trade Show.
22.) Devise a system for handling enquiries- Produce an enquiry form so all buyer contacts and interest can be recorded with the follow up they require. Provide staplers so business cards can be stapled easily to enquiry forms.
23.) Make sure all your staff have name badges and business cards
24.) Put together an emergency pack together- things you may need at set up time and during the show; Velcro. Double sided tape, scissors, pens, staplers, calculators. Don't forget your exhibitors pack for all the contacts you may need at set up.
25.) Often you can pre register all your staff at the show which will save you time on the day.
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