Planning for the Success of Your Management of Any Trade Show

Trade Fair Management

Through thoughtful planning and a systematic approach, you can host a successful event that benefits your organization, vendors, and attendees. The primary goal of a trade show is to connect buyers and sellers, and as a result, help exhibitors achieve goals and revenue from participating in the show. The challenge lies in integrating all the elements required to organize a successful event. From selecting the appropriate time and location for a trade show to marketing it effectively, there are many elements that go into managing successful trade shows.

Determining the Location 

First, choose a location where you wish to host your trade show. Which city do you think will attract the largest number of attendees? Select a location convenient for both exhibitors and attendees. Additional factors to consider when choosing a location include weather, transportation, city appeal, and the availability of event facilities. Once you settle on a location, begin searching for facilities based on the number of attendees and exhibitors you expect. For small events, hotels with conference facilities are usually suitable, while convention centers and exhibition halls are appropriate for large trade shows. Other points to consider when securing your venue include:

Meeting Room Sizes

1. Audio/Video needs
2.  Providing food and beverages
3. Setup materials provided by the facility

Avoid hosting a trade show on a holiday or special occasion weekend. Additionally, consider what other conferences and trade shows are taking place around the same time. Unless you want to benefit from the traffic from those trade shows, avoid scheduling your event on those dates.

When planning your trade show, ensure the venue space accommodates different types of booths and gives attendees enough space to walk from one exhibit to another. Furthermore, you will likely need carpeting, lighting, audio/visual equipment, and even some furniture to transform the venue into a vibrant business event.

Get to know the coordinator at the venue where you will host the show. He or she will play a key role in ensuring your event is properly set up to meet your needs and those of the exhibitors. 

Start Planning Well in Advance

One of the keys to successful trade show management is giving yourself enough time to plan and successfully execute your event. You should start planning up to a year or more in advance to allow sufficient time for:

1. Determining your goals for your trade show
2. Setting your budget
3. Researching event sponsors to help with costs
4. Booking the venue
5. Determining your entertainment and securing it
6. Setting the floor plan, booth rental rates, and other show service prices for your vendors.
7. Developing exhibitor contracts and informational materials
8. Creating and implementing a promotional plan that ensures marketing to vendors/exhibitors and then attendees
9. Conducting post-show follow-up

 Through effective trade show management and cost controls, shows can be beneficial for the event sponsor, as well as the exhibitors. 

Attracting vendors and attendees is crucial to organizing and hosting a successful trade show. When reaching out to potential exhibitors, show these potential vendors how they can benefit from exhibiting at your trade show. Marketing methods to attract vendors and attendees may include using social media, telemarketing, email, print and broadcast advertising, public relations, and other online marketing methods. Additionally, feature the upcoming show on the event sponsor's website, in newsletters, and other ongoing communication channels.

When it comes to trade show management, success lies in the details. Focus on providing a high-quality experience for both organizers and attendees by giving them a platform to connect with each other and achieve their business goals.