Participating in exhibitions not only helps you to reach the targeted customers but also gives you insight into what is happening and trending in the industry as well as establish the company's international image along.

Today Ddu is going to share some key points of what to prepare for an exhibition, plus some helpful tips for during the exhibition.

List of exhibits

Here is a general list of what you need to prepare before joining an exhibition.

1. Exhibition materials

Including exhibition invitations, booth contracts, renovation contracts, product catalogs, promotional materials and schedules.

2. Stationery and other supplies

This includes business cards with holders, pens, notebooks, markers, laptops and chargers, staplers, scissors, glue and refreshments.

Tip: If you are going abroad, remember to take either an international power adapter or a local plug power cord.

3. Gifts

Budget for company merchandise such as pens with the company logo as a reminder to clients of who your company is.

Transportation

The next step will be transportation. From our experience, here are the two main modes of transportation to consider:

1. Transport carrier companies

Do some research on the company before committing. Read reviews and check security. Once you have selected a reputable company, provide them with your address and ask them for time estimates between your hotel and the exhibition center.

2. Airport check-in

Prepare a sample list in advance with invoices, sample prices and other relevant information that would be required for customs clearance. When customs check luggage they will need to see a valid invitation letter proving that the samples are for an exhibition and not for trading.

An accurate estimate of how many items are expected to be used during the exhibition is crucial. Less than actual needs will weaken the display effect, and too many will be wasted on shipping fees and space.

Preparation for meeting clients

1. Contact clients in advance

Carefully analyze the exhibition, check the official website and review the list of clients who joined the exhibition the previous year and contact them in advance.

2. Collect and record the details for meetings

Be organized in regards to who you need to meet. Create a timetable for the meetings, list the points of interest and any issues that need to be resolved.

3. Be familiar with products details and quotations

Be familiar with the company's products and quotation forms.  Be sure that you and all your staff are able to answer all relevant and important questions to present your company in the most professional light possible.

4. Prepare all your staff members

Brainstorm and role play helps to prepare staff members for questions clients may ask. Preparing the answers in advance, especially some shortcomings or difficult and detailed question regarding the company will help you and your staff members to stay cool and confident.

5. Meeting with VIPs

Important clients are often invited to the conference room for more detailed presentations and meetings. To help create a more relaxed atmosphere, prepare refreshments that you can serve during the meeting.

Every exhibition is an opportunity to enhance oneself with numerous benefits. Preparing everything in advance will help assure a smooth experience. With these trusted tips from Ddu, you are sure to reap the rewards!