The worst nightmare is having your months of hard work going down the drain just because of one small error. The frustration is just unexplainable. You will definitely feel like taking a year’s break after that.
Now the joy of hosting a successful trade show could surely get you a big smile on that face and more cash in your wallet. Do not think it is going to be a joyride or one of those walks you take to the park.
Organizing a trade show will require a lot of work which would have to be done at least a month before the D-Day.
Here’s how to go about it.
#1. Checklist
If there is anything to start with, it is a checklist. This should show everything that needs to be considered or taken care of before that day. It should include everything from the budget and getting the venue to getting in touch with the sellers. Do not exempt any detail, no matter how minute or seemingly irrelevant.
There is no specific limit as to the length of the checklist. Include everything that you think needs to be taken care of.
#2. Time
This is as important as creating a checklist. The time you wish to hold the show should be kept in mind when planning. If you wish to hold the program in a month or two, there is no harm planning immediately.
Keep in mind that you have to pick a time that is convenient for both vendors and buyers. It will be best if it does not fall on a public holiday or if it is on the same day as some major event going on. In that case, you will have a lot of competition to deal with which would not be good for your pocket.
#3. Venue
Also, the venue is of essence. You do not want vendors and buyers turning up to a show without any booths. That will be total disaster. Thus, when considering a venue, ensure that it is spacious enough to include the number of people you want present. It should not be overly spacious, that the number of people present cannot cover the whole ground. Make sure that the venue is nowhere near where any meetings or programs may be going on.
#4. Contacting Vendors & Buyers
The aim of hosting a trade show is for both buyers and sellers to come to one arena. Imagine you organized a trade show, with so much energy and at the end of the day, no vendor or buyer shows up. Imagine the feeling of utter shock and failure. We would not want that of course.
Therefore, go through your contact lists and get in touch with some vendors that will be interested in participating in a trade show. Go the extra mile and make some research to find out who else may be desirous of the show.
You may be in a competition with other trade show organizers; thus, be sure to put your marketing cap on and give them a pretty good deal.
Find out what the tastes of buyers have been of late and try to reflect their taste while organizing the show. If it most women are interested in shoes, be sure to get vendors sell shoes and are willing to attend.
#5. Venue Construction
Probably the most challenging aspect of organizing a trade show is setting the venue up. You have to ensure that everything is in order and that there is proper floor management and floor movement. Things like lighting, Internet (if necessary), computers, carpets, booths and so much more are in place and working effectively.
The best solution to this construction madness is to hire construction contractors who can set the whole place up for you. However, this requires another dive into your budget. Find affordable and efficient contractors to organize the venue for you.
#6. Ticketing
You would not want all the money you put into the trade show to come to naught, would you? Therefore, one other thing to consider is ticket prizes. Set it at a prize that is reasonable for buyers and that will be enough to cover your expenses and give you enough profit. You do not want to draw consumers away, rather attract them. Do that with the ticket prizes.
#7. Marketing
Marketing is a great way to showcase your trade show. Let people know what is happening and give them a glimpse of what to expect and what they could find. From television adverts to fliers and radio broadcasts, your trade show is sure to hit the populace and give you a great turnout.
#8. Transition Times
Set up the trade show by timing the whole event. Choose a startup time and closing times. Organize places for those with cars to park or those who are disabled. Relay this information to the vendors and make sure it is made known to the sellers as well when advertising.
#9. Backup Plan
Not everything could go as smooth and easy as planned. That is not giving off a bad mojo. Things might occur that you may not have planned for. Thus, it is better that you have a Plan B. Maybe the equipment for the venue did not show up on time or a vendor canceled at the last minute. Be sure to have another plan available.
#10. Security
You will definitely need some security for the equipments hired and for the venue, including vendors and sellers. What happens if an asthmatic seller loses breath in the midst of the rush?
Also create badges for vendors so they will have easy access to the venue before the D-Day so as to setup their booth.
All of these should be considered while organizing a trade showcase
In the end, organizing a trade show is not one that should be done with a ‘laissez-faire’ attitude. It requires dedication and patience. However, when that day comes and everything turns out great, all the efforts will be worth it and you will walk out with more money in the bank than before.