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Trade Show Exhibit Rental - Exhibitor Tips
Timeframe to Plan Your Show or Special Event
Leaving the planning until the last minute can result in surcharges and potential cost overruns.
Advanced planning gives you more control and the opportunity to generate more impressive results from your trade show exhibit rental.
6 to 12 Months In Advance
- Plan budget.
- Investigate/determine target audience.
- Select shows or locations.
- Book space.
4 Months In Advance
- Establish objectives.
- Create marketing message.
- For shows, obtain Exhibitor Manual and read carefully.
- For events, develop a project timeline.
- Source/appoint suppliers.
3 Months In Advance
- Make travel plans/ book hotel rooms.
- Plan printed materials.
- Develop production calendar
6 to 8 Weeks In Advance
- Order product samples, literature, premiums etc.
- Confirm/implement advertising and marketing plan.
- Order services/communicate deadlines to suppliers.
3 to 4 Weeks In Advance
- Send out invitation to prospects/customers/press/affiliates.
- Check progress on production.
- Prepare personnel training plan and materials.
1 to 2 Weeks In Advance
- Collect supplies, tickets, and service orders sent to show in advance.
- Finalize attendee/VIP guest list.
- Ship display and equipment.
- Bring credit cards for payment on site.
- Conduct personnel training.
- Travel to site.
- Confirm arrival of display/equipment/materials.
- Supervise set-up.
- Conduct pre-show/event briefing to reinforce goals to personnel.
Here are some ways to promote your show or event:
- To new prospects and existing clients; lists may be sourced from publishers,
- To new prospects and existing clients; lists may be sourced from Show Organizers.
- Add a splash page to your web site inviting visitors to request an invitation/free pass.
- Be sure to include dates, times, locations, booth numbers, and contact information
including your address, telephone, fax, email and web site URL.
- Generate press releases and create press kits for distribute at the show/event;
Also look for free editorial opportunities.
- Motivate attendees to commit to spending their time with you by offering them value
- information, samples, a small gift - it should be useful and memorable to leave a
Design Your Display
Your display should be used to communicate:
- Who your Company is.
- What your Company does.
- Most importantly, what your Company can do for its customers.
Remember the "three second rule" - you will only have three seconds to attract someone’s attention as they pass by your booth at a show.
Start by identifying how you will need the space to support delivering your message as it will have a significant impact on your layout.
- Will you require product demonstration areas?
- A live presentation?
- Computer workstations?
- meeting/seating areas?
Welcome visitors into your display by making it easy for them to get to you. Leave at least 60% of the display perimeter open for easy entry and at least 60% space open for circulation.
Your graphics should be eye-catching and appeal to your target audience. Use bright, bold colors and images that will attract attention. Make sure that your logo and key messages can be seen clearly from a distance but try to limit text.
Lighting should be used to accentuate products and messages. Backlighting enhances your graphic images.
Consider using colors/styles that will complement the design of your display including carpet, tile or laminate flooring. Padded carpet provides the greatest comfort for long periods.