When it comes to designing and implementing a successful trade show, there are many details that need to be addressed. Business events are no small feat and require particular trade show planning and management techniques to be successful.
From every angle, specific steps need to be taken to ensure the overall success of the event.
Why is trade show planning and management important?
Take a moment to consider all the trade show planning that is necessary for a successful event.
First, you must decide on a location/venue. Then, you must design the layout and theme of the show. Enticing vendors to partake in your trade show is another very important aspect. And then, of course, getting the right people to attend.
If one part of this equation is off, it could ruin the entire event.
With a trade show or convention looming in the near future and victory in mind, let’s look at the key points and techniques that you will need to find success.
1. Choose a convenient location
If you want anyone to attend your trade show, you are going to need a convenient location. This is the first step in trade show planning.
Face it – no one wants to drive out of their way to a location that is going to be either difficult to access or less than ideal for the event.
So, what does that mean? It means that you better be selective when it comes to your event location.
The best piece of advice you will get will be to utilize a temporary event tent structure. These are able to be used at any location – whether you choose grassy ground, dirt, or a vacant parking lot. You select a location that will:
- Be easily accessible by vendors and attendees.
- Have ample amount of space to accommodate all in attendance.
- Provide easy loading and unloading for vendors, caterers, etc.
- Make parking a breeze.
Benefits of a Tented Space
Once you find a space that allows all of this, then you go to work on your tent. Your tent rental has a ton of options and can be customized to meet the exact needs of your trade show.
In fact, temporary structures offer accessories:
- Sidewalls to enclose the structure.
- HVAC climate control to keep the space as cool or warm as you need.
- Sizing to fit your needs, large or small depending on the size of the event.
- Clear paneling, elaborate doors, and spectacular flooring.
- A wide-open space to design a customized layout just for your trade show.
Tent rentals can have all of the conveniences of an indoor space while providing you with a space to design your ideal layout. You get to choose to location and the layout and design – sounds like a win-win, doesn’t it?
2. Design the layout with adequate space
A successful trade show is not going to have a vendor on top of vendor and no room for guests to navigate. If you want to make sure you do not get return vendors or guests, then go ahead and cram it together.
However, since you are here, you are looking for a successful trade show planning tips, so you will want to design the layout of your venue while keeping adequate space in mind.
Your vendors should be able to set up their booths without feeling like they are sharing space with the person next to them. Your guests should be able to roam easily and freely – and should be able to access any booth along the way without too much clutter or congestion.
3. Solicit vendors and sponsors
Successful trade show planning also includes finding vendors. After all, if you don’t have many vendors, who will want to attend?
Filling up your space with vendors can entice industry insiders to want to come. The more vendors, the more opportunities. And, the more opportunities, the more attendees.
Solicit those who may be interested and provide them with info about the trade show, a layout of the event, and vendor registration info. Be nice and let them choose their own booth location.
Sponsors can help to greatly reduce the costs associated with hosting a trade show. By donating money to your event, they can have their name displayed on a banner or other material throughout the event.
It is a small price to pay and it benefits both parties. Don’t disregard this money-making tool.
4. Determine the entertainment and pick a caterer
Trade shows are a space where those in the industry can come together and learn, network, and everything in between. But, it should also provide a time and space for mingling.
Consider booking some sort of entertainment, such as a band, a speaker, a DJ, etc. and promote it as you promote your trade show. This can give the attendees a heads up that there will be a little bit of party mixed in with a little bit of work.
As for food – feed your guests. Hire one or more caterers to provide drinks and bite-sized foods to munch on. Keep it easy and simple – without too much fuss and too much cleanup. It is not at all common for trade shows to offer plated meals, but the entry ticket should include some sort of concessions.
You will also want to make note of this, too, on your advertising material.
5. Allow yourself plenty of time
Lastly, you will want to make sure you allow yourself plenty of time. This may be the most important planning tip we can give you.
Organizing and executing a successful trade show is a lot of work. And, it involves a ton of planning. Just to give you an idea of timing, it is common practice to begin trade show planning at least a year in advance.
This gives you ample time to secure the location, solicit vendors and sponsors, schedule entertainment, and have materials printed and ready to go.
Conclusion
Trade show planning is essential; it means that you are quite a facilitator. You are not just that person who is putting an event together. Your job is bigger than that. You are bringing buyers and sellers, innovators and manufacturers together. In fact, you will bring together insiders who can transform the industry.
Don’t take the role of trade show management lightly. It is never too early to start preparing.