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Trade show stands: Early planning for efficient results

The success of a trade show appearance begins with early preparation. From selecting the right trade show to organizing the setup and teardown, each phase requires careful planning.

To achieve effective results, start by defining your goals for attending the trade show. Whether you aim to strengthen your market presence, generate leads, expand your network, or explore new markets, clear objectives will help you maximize success.

Choosing the right trade show is another crucial step. Research your competitors' trade show attendance or consider the geographic location of potential customers and suppliers.

An innovative booth concept and skillful selection of the location can positively influence visitor traffic. Analyze the hall layout, consider visitor flow, and if necessary, take cues from your competitors or market leaders. Strategic placement can pay off.

In addition to booth placement, keep track of trade show deadlines. Submit special constructions and special effects early to avoid price surges. Plan to finalize your trade show booth concept at least two months before the show starts to avoid time constraints.

Effective planning during the trade show days is crucial. Coordinate the transportation of your exhibits, be mindful of on-site logistical challenges, and determine in advance which materials need to be returned. Early transport planning with a trusted carrier can facilitate price negotiations.

Don't forget about who will be attending. Plan the flow of the trade show and reserve hotel rooms early. Ensure that the right employees from various departments participate to represent your company in the best possible way. Your employees are important ambassadors!

To ensure a smooth operation, check the functionality of your technical devices in advance. If problems arise during the trade show, rely on your booth builder or the hall manager as the first point of contact. Checklists for a more relaxed trade show planning can be found on the websites of trade shows or organizers.

Here's a summary of the key points for a more relaxed trade show planning:

  • Timely registration as an exhibitor (up to one year in advance)
  • Designation of a contact person for operational tasks
  • Solicitation to booth builders with a briefing on booth construction
  • Early hotel booking
  • Completion of the trade show booth concept at least 8 weeks before the show starts
  • Utilization of trade show portals for orders and deadlines
  • Application for parking passes for parking lots near the trade show
  • Scheduling of booth and security personnel, prevention of theft
  • Organization of catering and consideration of odors and warming options
  • Ordering of admission ticket vouchers and early invitation of customers/industry representatives
  • Planning the return transport and storage of exhibits
  • Responding to invitations to side events such as exhibitor evenings for optimal networking expansion

Time is a crucial cost factor. The earlier you start planning and keep track of deadlines, the more successful your trade show appearance will be. Innovative and well-thought-out planning leads to efficient results and a successful trade show experience.

Feeling the pulse of trade show preparation? Don't worry, we support and relieve you in all matters from start to finish. Contact us easily and quickly through our contact form!

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Viavend GmbH
Konrad-Adenauer-Platz 17a
40885 Ratingen, Germany

T +49 (0)2102 / 891 99 77
F +49 (0)2102 / 891 99 78
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