0.TradeShowChecklists - TRADE SHOW MANAGERS CHECKLISTS PACK...

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TRADE SHOW
MANAGER’S
CHECKLISTS PACK
COMPLIMENTS OF

Copyright © 2009 • Writers Direct Group
All Rights Reserved
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Distribution without cost is encouraged, provided credit is given to Writers
Direct Group as the copyright holder and source of this information.
To receive additional copies, contact Dave Egan at Writers Direct Group:
[email protected]

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Organizing your trade show program can be a complicated
and stressful process. This checklist is designed to help you
plan effectively without overlooking any of the tasks that
could make things more complicated or expensive down
the road. Having been part of hundreds of trade shows,
we’ve gathered wisdom by seeing what show managers
do right (and wrong), and we offer the best of those sug-
gestions here, hoping you’ll benefit from this collective
knowledge.
SHOW NAME: _______________________________________
SHOW DATES: ______________________________________
SHOW LOCATION: ____________________________________
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Determine which shows your company will participate in
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Determine exhibiting objectives
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Examine your current exhibit properties; decide
whether you’ll need new, refurbished or upgraded
architecture
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Prepare your annual budget

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Determine size of exhibit spaces for specific shows
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Select spaces for specific shows (determine how
spaces are allocated: by seniority, association
membership, etc., and plan accordingly)
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Read contracts and exhibitor manuals carefully
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Schedule payment and paperwork due dates (note
“early bird” discounts)
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Submit space applications and initial payments
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_______________________________________________
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Develop (or refine) your marketing message
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Determine how messaging will affect exhibit signage
and graphics
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Create plans for:
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Pre-show marketing
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Sales support materials
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Lead management
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Staffing
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_______________________________________________

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Select exhibit-related vendors:
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Exhibit builder
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Transportation company
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Installation/dismantle vendor
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Live presentation writer/producer
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Booth staff trainer
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Produce or refurbish exhibit properties
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Plan for in-booth presentations/demonstrations
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Finalize exhibit design
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Plan for show-related advertising (attendee guide-
book, signage inside/outside exhibit hall, all the way
up to taxi signage or special room keys at show hotel)
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Make preliminary hotel arrangements
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Produce sales literature
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Recruit booth staff
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Produce signage/graphics
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Finalize exhibit floor plan

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Identify promotional concepts:
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Live presentation/product demonstration
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Audio-visual programs
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Give-aways (t-shirts, mouse pads, etc.)
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Prizes (trips, TVs, etc. Tip: relate prize(s) to
show messaging, whenever possible )
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Contact presentation writer/producer
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Contact booth staff trainer
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Choose hotel for show staff
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Make preliminary reservations (Tip: overbook
by 10%)
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