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Conferences, trade shows, and exhibitions are essential events in many industries and the key topic as an exhibition planner. They bring together businesses, organisations, and individuals to showcase their products, services, and ideas.
Attending these events require careful planning, organisation, budget, and execution to ensure that they are successful. In this article, we will discuss what it takes to plan, organise, and execute your participation at a conference, trade show, product launch, or exhibition.
Planning
The first step in planning a conference, trade show, or exhibition is to define your purpose of the event. Is it to promote new products or services, educate attendees, generate more sales leads, generate sales, or create networking opportunities? Understanding the purpose of the event will help organisers determine the target audience, the number of attendees, and the type of content and activities that will be included.
Once the purpose has been defined, organisers need to decide on a theme and create an agenda. The theme should be relevant to the purpose of the event and appeal to the trade show exhibition organisers’ target audience. The agenda should include keynote speakers, workshops, exhibitions, breakout sessions, and other activities that support the theme and purpose of the event.
Next you should choose an event, taking note of the date and location. We’ve put together a list of the top exhibition venues across the United Kingdom to help you with your exhibition planning. You should consider factors such as availability of space at each venue, accessibility, and proximity to hotels and transportation. It is also important to consider the timing of the event and reconsider attending during holidays or other major events that could compete for attendees and clients’ attention.
Organisers should also develop a budget for the event, including expenses such as venue rental, catering, digital marketing and staff. Keeping track of spending money and your business’s financial records for the show will stand you in good stead when you’re looking to raise investment. It’ll also help you track year or year profit from the previous year. You should look to save money and identify potential sources of funding, such as sponsorships or ticket sales, to help your business offset costs.
Working with your exhibition service supplier
The success of your event depends on the success of your exhibitors. One of the most important aspects of organising a successful sustainable exhibition is to ensure that your exhibitors are in good hands with their exhibition stand. For this, you need to work with a reliable and experienced exhibition stand builder.
Besides helping exhibitors increase their brand awareness and attract passing visitors within the event, exhibition stand builders also assist with logistics, which is important when shows get busy.
An exhibition stand builder or contractor can provide a wide range of services, including custom exhibit booth design, booth construction, booth installation, and booth dismantling. They can also provide graphics, flooring, lighting, furniture, and other items that will help exhibitors stand out and attract visitors to their booth.
When choosing an exhibition stand builder and show supplier, it is important to look for a company that has a good reputation and a track record of success. You should also choose a company that can work with your team to provide them with the support and guidance they need to make the most of their upcoming exhibition event.
To ensure that your staff are in good hands, it is important to communicate with your exhibition service supplier early in the exhibition planning process. You should discuss your requirements and expectations with them, and make sure that they understand your vision for the event. You should also ask for references and examples of their work to ensure that they have the necessary experience and industry expertise to meet your needs.
Organisation
Once the planning stage is complete, you need to start organising the event. This includes tasks such as recruiting staff, selecting demonstration products, and using social media to create marketing impact.
Staff recruitment is critical to the success of the event. Organisers should identify the roles and responsibilities of each staff member, such as registration, marketing, direct sales, speaker management, and technical support. They should also consider the number of staff needed, as well as the qualifications and experience required for each role.
Marketing budgets
Marketing is crucial for attracting attendees to attend the show. Business owners and marketing managers must create a marketing plan and press release that includes social media, email campaigns, and other forms of advertising to raise awareness and ensure they have a successful exhibition. You can also create a social media campaign for the event that provides information about the agenda, speakers, and your stand.
Execution
The execution phase is the main point where all the planning and organisation come together. This last stage is when the event takes place, and organisers need to ensure that everything runs smoothly.
One of the most critical aspects of event planning process execution is registration. Exhibitors should have a system in place for registering leads, collecting payment, and distributing marketing materials. They should also have their staff ready to assist with registration and answer any questions that attendees may have.
Safety awareness is also critical to the success of those attending the event. All exhibitors should ensure their staff have the necessary exhibition space, equipment, and materials to showcase their products or services safely. They should also train staff to comply with safety regulations and be aware of safety procedures like evacuation plans.
Tips and tricks
Here are some tips and tricks to help exhibitors plan and execute a successful conference, trade show, or exhibition participation:
- Choose the Right Venue and Event:
- The venue should be accessible, affordable, and capable of accommodating your stand and staff.
- Consider the event’s location and proximity to hotels and transportation options.
- Create a Detailed Agenda:
- Develop a 1-2 page comprehensive agenda that outlines your intentions and goals for the event.
- Include specific details regarding sales, marketing, and operations.
- Recruit a Competent Team of Staff:
- Assemble a dedicated team of staff members who can efficiently manage various aspects of the event.
- Ensure that team members are adequately trained and experienced in their respective roles.
- Develop a Robust Marketing Plan:
- Create a well-thought-out marketing plan that encompasses various promotional strategies, including social media, email campaigns, and other advertising methods.
- Establish a social media campaign that provides essential information about your attendance to clients.
- Select Reliable Stand Builders:
- Choose stand builders who are known for their reliability, value, and quality of service.
- Evaluate potential stand builders carefully to ensure they can meet your logistics and budget requirements.
- Prepare for Contingencies:
- Develop contingency plans to address unforeseen circumstances, such as inclement weather or technical issues.
- Have a structured approach in place to manage and mitigate any unexpected challenges during the event.
- Collect Feedback and Evaluate:
- Gather feedback from event attendees after the event concludes.
- Be prepared to analyse the feedback to identify areas for improvement and address any issues that arose during the event.
Importance of breakaway events and evening functions
While attending the main conference, trade show, or exhibition is the centerpiece of the event, breakaway and networking events and evening functions are just as important for ensuring that attendees have a memorable and enjoyable experience. These events provide opportunities for attendees to network, socialise, and have fun, and they can help to the unique design and make your event stand out and be remembered as many attendees long after it is over.
Breakaway events can take many forms, including workshops, training sessions, and guided tours. These events allow attendees to take a break from the main conference, trade show art exhibition, or exhibition and focus on a specific topic or theme. They can also help to create a sense of community among attendees, and provide opportunities for networking with industry leaders.
Evening functions, such as gala dinners, cocktail parties, and awards ceremonies, are also important for creating a memorable and enjoyable experience for attendees. These events provide opportunities for attendees to relax, have fun, and socialise with their colleagues and peers. They can also help to reinforce the theme or message of the event, and create a sense of excitement and anticipation for future events.
When planning breakaway events and evening functions, it is important to consider the needs and preferences of your attendees. You should choose activities and events that are relevant and interesting to your target audience, and provide a range of options to suit different preferences and interests. You should also choose venues and locations that are convenient and accessible, and provide the necessary facilities and services to ensure a successful event.
Conclusion
Planning, organising, and executing a conference, trade show, or exhibition requires careful planning, organization, and execution. Organisers must choose the right venue, develop a detailed agenda, recruit a team of staff, create a marketing plan, select the right vendors, prepare for contingencies, and collect feedback.
By following these tips and tricks, exhibitors can ensure that their event is successful and meets their business goals. In addition to these considerations, it is important to work with a reliable exhibition stand builder to ensure that your exhibitors are in good hands.
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Frequently asked questions
Choose the right venue, create a detailed agenda, recruit a competent team, develop a marketing plan, select reliable vendors, prepare for contingencies, and collect feedback.
The best way to plan an exhibition layout is to work with the designer from your exhibition stand provider, who will help you make your ideas come to life.
An exhibition plan is a plan on how company will participate in a trade show event.
People who go to exhibitions are usually called trade show visitors or trade professionals.