Are you organizing a trade show? Remember these important points.

Organizing a trade show is an exciting and time-consuming project, and with the right knowledge, the outcome can exceed expectations. Here, we explain what organizing a trade show entails and share our helpful checklist for your event!

What does organizing a trade show entail? 

Organizing a trade show is both a rewarding and comprehensive process, with many elements to manage. The location, booth design, theme, and budget are just a few of the aspects you need to have clear.

It may also depend on whether you’ve done this before or not – and if so, what have you learned from the previous experience? Whether you have prior experience in organizing trade shows or it's your first time, we, as experienced trade show organizers, are here to guide you through it. With thorough planning and organization, there is a high likelihood that your trade show will be a success!

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The checklist you need for your trade show event.

To ensure your trade show event is as successful as possible, it's a good idea to have a checklist to work through. This way, you're less likely to forget anything important!

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Goal setting and theme

The first point is part of the planning phase, where you identify the purpose of the exhibition. What do you want to achieve with the event? Additionally, you should choose a theme that suits your target audience and industry.

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Location and Date

Find a suitable exhibition venue and set the date for the event. The location should have enough space for both exhibitors and visitors. It's a bonus if the venue is centrally located, or if it's close to public transport to simplify access.

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Budgeting

Create a detailed budget covering costs for venue rental, marketing, stand design, staff, equipment, and security.

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Exhibitors and participants

It's time for invitations! Send invitations to relevant companies, suppliers, and organizations to participate as exhibitors. Have agreements and contracts in place, and share all necessary information. Are you having your own staff at the fair? Read more about what to consider when selecting representatives and how they should behave at the stand!

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Marketing and Promotion

Once you have secured the exhibitors and contracts, you can start implementing your marketing strategy. Use various channels such as social media, email marketing, advertising, and press releases to attract visitors. With good trade show profiling, at least the first impression will be covered!

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Stand design and layout

Design the area where exhibitors will showcase their products or services. This may include offering stand spaces, signage, banners, and other exhibition materials. Ensure a cohesive stand design to give visitors a positive and welcoming impression.

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Exhibition Equipment and Technology

Make sure you have all the necessary equipment for your exhibition, such as lighting, furniture, walls, or flooring. Ensure that the required technology is in place, such as sound systems, projectors, internet connections, and other equipment that exhibitors and visitors can benefit from.

We offer a wide range of exhibition equipment in our selection. Looking for something more unique? We can build your entire stand – whether it's custom-made furniture or something else. Compass Fairs uses durable materials that make the equipment both sturdy and visually appealing!

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Logistics

Make sure all logistical details such as electricity, registration systems, lighting, parking, security services, etc., are in order. Once the event is underway, there's little more frustrating than if something as basic as these fails!

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Program and activities

Plan any seminars, workshops, presentations, or other entertainment to add value for visitors. You will benefit from ensuring that their experience at the trade show is positive and informative.

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Follow-up

Now that the trade show is over, it's important to follow up with exhibitors and visitors to evaluate how the event went. Collect all feedback—it’s incredibly valuable for future improvements! Best of luck!

Did organizing a trade show seem more concrete and manageable now? It absolutely is—but we still recommend reaching out to trade show organizers who work with this daily. Compass Fairs is a full-service provider for such events, and our experts are happy to assist with the help you need!

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