Participating in an exhibition is a significant event that requires high-quality preparation to achieve the best results.
Proper preparation is the key to effectiveness. The organizing committee of the "LiftExpo. Moscow" exhibition has compiled a detailed guide for participants to help you prepare for the event as easily as possible.
EXHIBITION PREPARATION
Define participation goals
Defining participation goals is the first step of effective preparation. By addressing this issue at this stage, you can select the most appropriate tools to achieve your participation objectives.
Plan your participation budget
When preparing for exhibition participation, calculate all expenses in advance:
Stand space
Cost of renting exhibition space
Design and marketing
Stand design development and promotional materials
Stand personnel work
Payment for staff work during the exhibition
Promoters work
Additional staff for visitor attraction
Travel expenses
Accommodation, meals and transportation costs
Unexpected expenses
Reserve fund for unforeseen situations
Determine stand design
The stand is the first thing that attracts visitors' attention at an exhibition. It should align with your company's goals for the event, considering both functional and emotional aspects.
Provide space for storage room
Organization of closed space for material storage
Separate negotiation area from presentations
Create comfortable conditions for business conversations
Contact the technical team
Professional assistance in design implementation
Pay attention to advertising
To attract visitors and clients to your stand, in addition to attractive design, advertising and sponsorship options are important.
Website advertising
Information placement on the official exhibition website
Exhibition guide
Publication in printed and electronic guide
Email newsletters
Targeted mailing to participant database
Sponsorship packages
Additional advertising opportunities for sponsors
Actively invite visitors to your stand
To ensure visitors don't pass by your stand, start talking about your participation in advance.
Promo codes to attract attention
Special offers and discounts for visitors
Banners in email signature
Informing clients through email newsletters
Social media for announcements
Active posting on company social media
EFFECTIVE WORK AT THE EXHIBITION
Conduct staff training
Regardless of the chosen stand design, competent personnel is a key element of success when working at an exhibition.
Divide responsibility zones
Clear role distribution among staff for effective work
Create contact list
Prepare database of key contacts for quick communication
Define meeting recording format
Systematize the process of recording and tracking business meetings
Hold preliminary meeting
Discuss goals, objectives and work strategy at the exhibition
Organize daily meetings
Short planning sessions to analyze the day and plan the next
Pay attention to appearance
Uniform dress code creates professional company image
WHAT TO DO AFTER THE EXHIBITION
Contact visitors
To stand out among competitors, it's important to demonstrate attention to visitors both during and after the exhibition.
Send thank you letters
Personal letters to all guests of your stand
Provide promised materials
Create an image of a reliable and responsible partner
Analyze your participation
When summarizing your exhibition participation, focus on the goal with which you participated in the event.
Number of contacts
Analysis of total number of established contacts
Contact quality
Assessment of established connections potential
Brand recognition
Measuring company recognition growth in the market
Goal achievement
Assessment of pre-exhibition task completion