Are you going to organize a trade show? Remember these important points

Organizing a trade fair is an exciting and time-consuming project, and with the right knowledge, the result can be better than expected. Here we explain what hosting a trade show entails and share our useful to-do list for your event!

What does it mean to organize a fair?

Organizing a trade show is both a rewarding and extensive process where there are many things to hold. Where to hold the fair, what stand design, theme and budget are just a few elements you should have clear for you.

It may also depend on whether you've done it before or not — if so, what have you learned from last time? Whether you have experience hosting trade fairs from the past or it's your first time, we as experienced trade show organizers are here to guide you through it. With careful planning and organization, there is a high probability that the fair will be successful!

The to-do list you need for your trade show event

In order for the fair you are hosting to be as good as possible, it is a good idea to have a checklist that you can work your way through. This way you're less likely to forget something important!

Objective and theme

The first point is part of the planning stage, in which you identify the purpose of the fair. What do you want to achieve with the event? In addition, you should choose a theme that suits your target audience and industry.

Location and date

Find a suitable trade fair venue and determine the date of the event. The location should have sufficient space for both exhibitors and visitors. It is a bonus if you get a location in a central area, or nearby public transport, which simplifies access.

Budgeting

Create a detailed budget that covers the cost of renting premises, marketing, stand design, staff, equipment and security.

Exhibitors and participants

It's time for the invitations! Send out invitations to relevant companies, suppliers and organizations to participate as exhibitors. Have agreements and contracts in place, and share all necessary information. Are you going to have your own employees at the fair? Read more about what you should consider in the selection of representatives and how they should act on the stand!

Marketing and promotion

Once you have the exhibitors in place and the contracts are in place, you can start your marketing strategy. Use various channels such as social media, email marketing, advertising and press releases to attract visitors. With a good trade fair profiling, at least the first impression is boxed in!

Stand design and design

Design the area where the exhibitors will present their products or services. This may involve providing stands, signs, banners and other display materials. Ensure a completed stand design to give visitors a good and welcoming impression.

Exhibition equipment and technology

Be clear about what kind of equipment you need for your fair, such as lighting, furniture, walls or floors. Have the necessary technology in place, such as sound systems, projectors, internet connection and other equipment that exhibitors and visitors can take advantage of.

We offer a wide range of trade fair equipment in our range. Do you envision something more unique? We can build your entire stand — whether it's your own stand furniture or something else. Compass Fairs use durable materials that make the equipment both withstand a lot and look great at the same time!

Logistics

Check that all logical details such as electricity, registration systems, lighting, parking, security services, etc are in order. When the fair itself is under way, there is little that is as sour as if something so basic is smoking!

Program and activities

Schedule any seminars, workshops, lectures or other entertainment to add value to visitors. You yourself are going to gain from making sure that their experience at the fair is positive and informative.

Follow-up

Now the fair is over, and then it is important to follow up with exhibitors and visitors to evaluate how the event has gone. Collect all feedback — they are very valuable for future improvements!

Lots of good luck!

Did hosting a trade show sound more concrete and affordable now? It certainly is — but we still recommend contacting trade show organizers who work on this daily. Compass Fairs is a total supplier for such events, and our experts are happy to assist you with the help you need!