Technically, an exhibition is “a big marketplace featuring sales stands set up at a certain location with the purpose of promotion and marketing of commercial goods.” While making significant contributions to the economy of the region and the country with the visitors they attract, exhibitions also provide exhibitors with the opportunity to contact public institutions, the private sector, and academic institutions and academicians all at once. Careful planning prior to your visit would help you make the most out of your experience.
THINGS TO CONSIDER WHEN PLANNING YOUR PARTICIPATION
Determining the most appropriate exhibition that matches your sector and target group
Clarifying the purpose of participation
Preparing a budget for participation and calculating anticipated expenses
Determining the correct stand location and design that match your company’s products and services
Preparing posters, visuals, and written materials that match the message to be given at the event
Selecting the exhibition personnel and giving them appropriate training
Selecting the service companies such as cleaning, host and hostess, catering services from which these services will be obtained
Selecting the company that will provide transportation services
Planning for the activities to be held during the event such as events and meetings
Selecting the products and works to be exhibited at the event
Informing your customers and target audience about your participation in the event via bulletins
Determining the method to keep visitor records during the event
Determining which videos to use to promote your company and products
Arranging sector-related information that will give you a competitive advantage at the event
IMPORTANT THINGS YOU WILL NEED AT THE EVENT
Visitor Information Form (It is important for keeping contact records of the visitors of your stand)
Order Forms and Agreements (You will need these documents for the orders you will make and agreements you will enter into at the exhibition)
Business cards
Official documents of your company (printed materials such as Letterhead stationery, Envelope)
Company seal
Copies of agreements made with the organizer of the event
Product brochures and product price lists
Promotion materials you will give out at the event
Press Releases
List of your special guests (Please inform the information desk about your special guests)
Exhibition Invitation (You can ask from the organizer company if you run out of invitations)
Organizers and calendars
Computer
Copies of files from your computer at the office which you may need during the event
A blank CD
A calculator
A camera
Cell phones and cell phone chargers
Complimentary items
Stapler, staples, punchers, paper-clips, pins, pens
Tape, packing tape, double-sided tape
Vacuum cleaner or chargeable vacuum cleaner
Hand forklift (A small and folding hand forklift for carrying your items will be very convenient during your entry and exit to and from the venue)
Rope (especially to use for packaging)
Nylon bags, trash bags
Your flags and pennants you will use at your stand
Before you arrive at the venue, ensure you have all the listed items with you. The event will be crowded, and not having these seemingly minor items can result in lost business opportunities!