Planning a Trade Show
If you have never planned a trade show, the first experience can be a little daunting. Not only do you have to make the usual plans, but you have to arrange (and sometimes market) displays, sometimes provide food, beverages, snacks, and other small items. You may also have to figure out the business logistics of the trade show floor layout. For instance, if you are arranging a sport fishing equipment trade show you might not want to have two people who make lures have booths next to each other.
However, a trade show can teach you a great deal about thinking ahead, planning, organization, and bringing many people together for a common goal. Here are some things that you will need to consider if you are worried about planning a trade show in the future.
How is Your Event Like an Ordinary Meeting?
First determine how this is like any other job you have planned, then set that list aside–you will have no trouble approaching those duties. Then make a list of things that you will need to give extra focus to, such as possible foreign travelers, special diets if you are providing food and beverage, green considerations, etc. One of the most difficult of those concerns will be the trade show booth floor.
Booths and Displays
If this is your first solo flight on a trade show, work closely with the venue to determine all the parameters necessary for each booth. For example, some displays may need electricity, some may need a special layout to accommodate a booth, etc. Communicate often with both the venue and the client to make sure everything is in order.
Get commitments on the booths as soon as you can so that you can be prepared for shipping concerns, especially if the display is being sent from a foreign country. The planner should never get personally involved with getting booths designed, created, shipped, or set up. Your job is to organize; if you wanted to be a graphic artist you would not have gotten your education in planning. Be prepared with information on shipping, but if the booth renters don’t have displays already they are probably too late
Of course there are other details you may need to be concerned with, but displays are a major part of many trade shows and you will need to be well versed in how to handle them. If you expect to have trouble with this, you can always hire another planner to help you through your first one, then take your solo flight later. Bon voyage!
