Punjab Technical University

BSCMCAJ-501

EVENT MANAGEMENT: PRINCIPLES

AND METHODS

SEMESTER-5

Study Material for PTU Students

 CAREER OPPORTUNITIES IN MEDIA WORLD

Mass communication and Journalism is institutionalized and source specific.

It functions through well-organized professionals and has an ever increasing
interlace. Mass media has a global availability and it has converted the whole
world in to a global village. A qualified journalism professional can take up a
job of educating, entertaining, informing, persuading, interpreting, and
guiding. Working in print media offers the opportunities to be a news
reporter, news presenter, an editor, a feature writer, a photojournalist, etc.
Electronic media offers great opportunities of being a news reporter, news
editor, newsreader, programme host, interviewer, cameraman, producer,
director, etc.

Other titles of Mass Communication and Journalism professionals are script

writer, production assistant, technical director, floor manager, lighting
director, scenic director, coordinator, creative director, advertiser, media
planner, media consultant, public relation officer, counselor, front office
executive, event manager and others.
 SYLLABUS
BSCMCAJ-501: Event Management: Principles and Methods

1. Role & importance of exhibitions

2. Objectives of the exhibition
3. Advantage of exhibition over other devices
4. Importance of direct contact
5. Choosing the right exhibition - Where to participate
6. Why exhibitions sell? Concept of neutral territory
7. PR for an exhibition
8. Role of the Press in promotion of an event
9. Publicity inputs or visible aids for promoting an event
10. Print & Display material
11. Stand Design
12. Trade Fair: Uses & Abuses
13. Gauging Cost Effectiveness
EVENT MANAGEMENT

Principles and Methods

There are a number of companies hosting and organizing events on a regular

basis. These range from the small time private events to the large-scale
international events. Yes, the large scales one do happen far rarer, but then the
amount of returns they churn out is far beyond expectations. However, in the past
there have been events that have also resulted in losses to the hosts and sponsors
for varied reasons. But then, all said and done, event management is about
organization and execution, and that is precisely where the money lies. Those in
the field are paid for their services.

Today, there a number of people, who have entered the field because they realize
the potential of the market where demand and supply is concerned? In fact, the
most profitable aspect of this field is the need for creativity. And that is how and
where one earns. There are people, who are part of this profession on an individual
basis, or then as a company, having pooled in together resources –financial and
manpower.

The management of events calls, largely for coordination, from stage one. The
first thing required is to get the orders for the event. This process is also known as
pitching for an event. Usually, whether it is for small time events (birthday parties
and weddings), or then for the larger ones assigned by companies (exhibitions and
trade fairs), or then the international concerts; the event manager/company is asked
to submit a project report, with the finances involved. On the basis of this is the
assignment given to them.

Event Management is the application of the management practice of project

management to the creation and development of festivals and events.

Event Management involves studying the intricacies of the brand, identifying

the target audience, devising the event concept, planning the logistics and
coordinating the technical aspects before actually executing the modalities of
the proposed event.

The recent growth of festivals and events as an industry around the world means
that the management can no longer be ignored. Events and festivals, such as the
Asian Games or the Dubai Shopping Festival, have a large impact on their
communities and, in some cases, the whole country.

The industry now includes events of all sizes from the Olympics down to a
breakfast meeting for ten business people. Every industry, charity, society and
group will hold events of some type/size in order to market themselves raise
money or celebrate.

In order to be successful in the field of event management, no matter what

department of specialization one needs certain qualities, which are as follows:

• Negotiating Skills
• Creative Skills
• Convincing Skills
• Coordinating Skills
• Planning skills
• Executing and implementing skills

An individual with the aptitude for the above and interest in the field would make a
successful event manager. It does not matter what maybe the types of event
management, one need to be adept in the above skills. This is because this is a
people’s industry, where everything is based on effective communication skills at
all levels. And professional event management service entails optimum
communication skills, as well as ability to look into the minutest details of things
in order to ensure optimum level of execution.

Given here is a list of he varied events that are organized by the cross section
of event companies:

• Business events
• Corporate events
• Cause-Related events
• Coordinating Skills
• Fundraising events
• Exhibitions
• Trade fairs
• Entertainment events
• Concerts/live performances
• Festive events
• Government events
 • Meetings
• Seminars
• Workshops
• Conferences
• Conventions
• Social and cultural events
• Sporting events
• Marketing events
• Promotional events
• Brand and product launches

Marketing Tool

Event management is considered one of the strategic marketing and

communication tools by companies of all sizes. From product launches to press
conferences, companies create promotional events to help them communicate with
clients and potential clients. They might target their audience by using the news
media, hoping to generate media coverage which will reach thousands or millions
of people. They can also invite their audience to their events and reach them at the
actual event.

Services of Event Management Company

Event management companies service a variety of areas including corporate

events (product launches, press conferences, corporate meetings and
conferences), marketing programs (road shows, grand opening events), and
special events like concerts, award ceremonies, film premieres, launch/release
parties, fashion shows,commercial events,private (personal) events such as
weddings.

Clients hire Event Management companies to handle a specific scope of services

for the given event, which at its maximum may include all creative, technical and
logistical elements of the event.

Event Manager

The Event Manager is the person who plans and executes the event. Event
managers and their teams are often behind-the-scenes running the event. Event
managers may also be involved in more than just the planning and execution of
the event, but also brand building, marketing and communication strategy. The
event manager experts at the creative, technical and logistical elements that help
an event succeed. This includes event design, audiovisual production,
scriptwriting, logistics, budgeting, negotiation and, of course, client service. It is a
multi-dimensional profession.

Event Management as an Industry

Event Management is a multi-million dollar industry, growing rapidly, with mega

shows and events hosted regularly. Surprisingly, there is no formalized research
conducted to assess the growth of this industry. The industry includes fields such
as the MICE (Meetings, Incentives, Conventions and Events), exhibitions,
conferences and seminars as well as live music and sporting events.

The logistics side of the industry is paid less than the sales/sponsorship side,
though some may say that these are two different industries.

The economy of India is growing by leaps and bounds and there are various ever-
growing industries that are contributing to increasing the nation’s coffers. One
such industry is that of event management. This industry has come a long way in
the last five years or so and today is no less than a multi-crore industry, as a whole.
And the size of the companies varies from the rather small ones that manage small
events such as birthdays and weddings, to the larger players, who organize national
and international events.

During the early part of the 1900s the industry had spent up to Rs. 20 Crores, per
annum on events. And in the last couple of years, all the event companies are
spending to the tune of approximately Rs.1,800 Crores, per annum.

The event management industry in India involves the requirement of various skills
that have caused it grow the way it is in recent past. These skills include:

• Organizational skills
• Technical knowledge
• Public relations
• Marketing
• Advertising
• Catering
• Logistics
• Decor
• Glamour identity
• Human relations
 • Understanding of laws and licenses
• Risk management
• Budgeting
• Study of all allied media
• Local and national, as well as international events

Career in Event Management

Event management, the most profound form of advertising and marketing, is a

glamorous and thrilling profession. It provides an opportunity for unleashing one's
creative potential to a very high degree. It demands a lot of hark work and effort
but at the same time offers enormous scope.

Event management is a process of organizing a professional and focused event, for

a particular target audience. It involves visualizing concepts, planning,
budgeting, organizing and executing events such as fashion shows, musical
concerts, corporate seminars, exhibitions, wedding celebrations, theme
parties, product launching etc. It is a good career option, which does not require
much investment and offers a lot of independence and flexibility. No formal degree
or qualification is required, but the person should have a genuine passion for
conducting events, have very good organizing ability and be flexible to work for
long hours.

Top Ten Tips

• Clearly establish the purpose of any entertaining – the use of hospitality

works best as a relationship builder, internally or externally, not specific
sales tool.
• Start early – establish a budget and identify target guests – consider mix of
guests, and/or partners, guest interests.
• Consider guests preferences and commitments – are they likely to be able
to make a mid week event? Would they prefer a sporting or cultural event?
Smaller personalized event or attendance at larger well-known event with
more ‘kudos’?
• If you decide to organize the event internally then you will need a
comprehensive checklist system, with timelines, to ensure nothing is left to
chance.
• Issue invitations well in advance, even sending ‘teasers’ in advance of
major event entertaining. Consider if you can use the Internet to allow event
acceptance/registration.
 • Brief the host and other company personnel in advance of the event, so they
are aware of their role on the day.
• If you are working with an agency then regular communication is still
crucial – to ensure documentation and access passes/badges are received in
good time, and all eventualities are planned.
• If you have not appointed an agency then ensure that you arrive at the event
well in advance of your guests to ensure everything is set up, as it should be,
and to give yourself plenty of time to sort out those unforeseen problems.

Budget of Event

What is the most important factor when it comes to finances?

It is the budgeting. Even a homemaker understands the meaning of this term and
implements it in her home, in order to curb expenses and ensure that more money
is saved. In the same way, no matter what the scale of event, the most important
factor is to work within budget constraints, yet maintaining quality, in order to
maximize returns. The fact is the budgeting the event is not child’s play of
throwing in numbers and then marketing the event.

Most companies follow a budget format or event management system, wherein all
the figures are placed and aggregates made. Almost every company has on board a
Financial or Accounting head, who is responsible for preparing the budget, as well
as supervising the entire event execution process to ensure that all is happening
within the figures mentioned.

When preparing an event management budget, usually one maintains a margin

of 5% to 15%, which is also called the buffer margin, just in case the budget
exceeds the actual, placed on paper. It is important for the event manager, or
marketing manager to provide the budget to potential sponsors, so that they can
decide how much, or which section of the event they would prefer to sponsor in
order to gain maximum mileage. For instance, there are some companies who
decide to sponsor the entire ground for the event, while other companies pay for
the printing of tickets and other material. The amount a company is ready to
sponsor decides the kind of mileage they are given.

The budget not only provides facts and figures with regards to the expenses, but
also the potential returns the company can gain from the event. This would include
expected ticket sales, as well as amount that can be received from sponsors. The
entire plan of an event is in its budget. It is the very backbone of any event, or no
matter what scale or type. It is more like a pre-event balance sheet.
Whether you're new to event planning or a seasoned pro, keeping an event budget
will help you stays organized and prepared for any client inquiry and help you
avoid going over budget. For a basic event, list four categories along the top:

• Item
• Projected Expense
• Actual Expense
• Details

Basic Guidelines are:

1. Track site rental costs. As you plan the event itself and as you meet
with your venue sales manager, track all projected rental fees for the
event and function space, housekeeping, baggage handling, and
related expenses.
2. Estimate catering costs. This includes all food and beverage charges,
including tips and gratuities -- which can account for up to 30%.
3. Document transportation charges. This includes shuttles, coaches,
event transfers, and any related expenses.
4. Add decor expenses. Most events include expenses for decor, such as
centerpieces, floral, tent rentals, etc. This is where you list those costs.
5. Document entertainment & equipment fees. Common expenses in
this category include the A/V equipment, but it's also a good spot to
list honorariums to speakers or if you are hiring entertainers.
6. Summarize printing charges. Several small item charges actually
combine to make a larger expense line item. These include invitations,
name badges, program booklets, event signage and banners.
7. Line item for gifts. One of my event rules is to never allow a guest to
leave empty handed. So, whatever gift or gifts you provide, track the
cost for them separately; you'd be amazed at how much these items
can cost.
8. Identify activities expenses. If your event includes activities such as
golfing, tennis, spa, rafting, biking, or other activities, you will want
to note the cost of these fees separately. It is suggested to summarize
the total cost in your spreadsheet and attaching a breakdown.
9. Post other expenses. If an expense doesn't fall into any of the above
categories, list them as a miscellaneous expense item.
10. Give yourself a contingency fund category. Depending on the size
or complexity of an event, you may want to give yourself as much as
up to 20% of the event budget here. Despite the best planning, charges
 are going to exceed projected plans with expenses that you never
consider. This will keep you from going over budget every time.
11. Summarize projected expenses. As you build your event program,
you will have a good projection of the total expenses. This is the
information that you share with your event client to make sure they
are aware of the event budget so that there aren't any surprises later
on.
12. Summarize actual expenses. This happens after the event has
concluded. Sub-total the invoices into the above 10 categories and
document the actual budget. If extremely favorable, identify savings
in actual budget vs. the projected budget, demonstrating the value-add
of your role.

Organizing a Media Event

Making an "event" of your cause is vital to garnering news coverage. The news
media, particularly television, rarely cover ideas, isolated opinions or abstract
views. But with some creativity, you can transform an idea or an opinion about a
cause into an event-with a visual component-that can be covered.

The most important component of any event management company is the team.
Whether a large company or not, events can only be organized by getting together
a team, as there are varied aspects that go into bringing about an event, right from
planning to budgeting to coordination and the final execution. Usually, the large-
scale event companies put together a team, as soon as the event has been approved
and has been assigned to the company. In such companies there are several such
teams working simultaneously, on varied projects, all at once. However, a small
company typically follows the same order of organization. The basic or core
structure of event management companies that will see the project through from
implementation to execution is outlined as follows:

The Finance Head-This individual has to have expertise in the field of finance.
He/she is not only responsible for the budgeting, but also the cash flow of the
project in hand.
The individual has to take charge of the following aspects:

• Expenses
• Revenue
• Accounting system
• Financial control
The Marketing Head: This individual is responsible for ensuring that the event
gets the best possible audience, as well as sponsorship and other required support.
Operational Head: This individual is responsible for the overall execution of the
operation of the event. This includes managing any kind of technology that could
possibly be required.
The Legal Head: This individual is required to advise in case of any legal aspects,
as well as to negotiate in case of contracts. More often than never, multiple
contracts are entered into when working on a medium to large-scale event.

The above form the core team of an event management company. These heads
create their own sub-teams that work under their instructions. Apart from that,
there maybe consultants and advisors, who add value to the projects in hand.

Here are eleven key steps for organizing a media event.

Step one: Refine your message

First, identify one simple message that you want to communicate. Your message
should be one phrase (e.g. don’t drink and drive.) and you should build your media
event-with images, slogans, sound-bites, signs, location-around it. Remember:
"Simplify, simplify, simplify." And remember also what politicians do: Check
polling and focus group data to determine which words and phrases communicate
best with your target audience.

Step two: Select the right Media event

Sometimes you know what the foundation of your event will be (e.g., you’re
releasing a major report.), and you need to embellish this event with appropriate
visual imagery, location, and timing. In other cases, you'll have to create your
own event or "stunt" to gain coverage. In any case, creating strong visuals for
the news media is critical.

Step three: Select the Right Time

Reporters generally work regular hours. Both broadcast and print media spare
down staffs on weekends and after deadlines on weekdays, leaving only a couple
of reporters in the newsroom instead of dozens. It's best to stage your event
Monday through Thursday between 10 a.m. and 2 p.m. Plan an event with
excellent visuals for 5 p.m. or 10 p.m., allowing local TV news to broadcast live at
the scene. Staging an event on Friday is not a good idea because Saturday's paper
usually has fewer pages of news. For weekends, try Sunday morning before
professional sports games begin.

The news value of an image-based stunt-dressing in costume, holding a

candlelight vigil can be increased substantially by staging it when a major story
breaks in the news media about your cause, and local news outlets are looking for
"local angles" and local images.

Step four: Find an Effective Location

The location for a media event should maximize its chances of being covered and
help communicate the message you are sending. For example, if you are promoting
an after-school recreation program to counter gang violence, you could stage your
event in a playground, with safe kids playing basketball in the background.

Step five: Compile a Media List

Obtain a list of news media from the library or from a like-minded organization.
Be sure to take advantage of the diversity of the media. Although the most
powerful news media are very similar (witness network television news), there are
other outlets that specifically seek stories that the major media ignore or serve
specific audiences that you may want to reach. Don't ignore wire services,
neighborhood newspapers, alternative weeklies, community radio, and others.

Step six: Write a news release

Keep a news release short and clear. It should explain your event in one page,
emphasizing what's unique and visually interesting. Spend 75 percent of your time
writing the headline and first paragraph.
Here's a sample news release:

Citizens Call on Denver School Board to "Dump Pepsi"

Activists to Pour Pepsi into Sewer Prior to Denver School Board Meeting on
Thursday, February 6.

Claiming that selling Pepsi in schools threatens children's health, activists will
dramatically illustrate Thursday what the Denver School Board should do about
sales of soft drinks in Denver schools: Dump Pepsi.
Prior to the School Board's February meeting, activists will dump the unhealthy
beverage where in belongs-in the sewer.

The protest will take place Thursday, February 6, at 4:30 p.m. in front of the DPS
administration building, 900 Grant Street.

"Our kids are far better off with Pepsi going down the sewer pipes than going
down their throats," says Dr. Salzman, who is leading the campaign against
renewing the Pepsi contract. "If the School Board wants more overweight, diabetic
kids with high blood pressure, it should allow Pepsi sales in our schools. Let's be
clear: This is a public health issue."

The DPS' exclusive contract allowing Pepsi products to be sold in Denver schools
is up for re-negotiation this year. The Denver Post recently editorialized in favor of
the contract, but called on the School Board to enforce provisions-like keeping
machines out of elementary school halls-that are being ignored.

Fifteen percent of kids are overweight, up from 5% in 1980. Junk foods, including
soft drinks, contribute to making children overweight. Overweight children are
more susceptible to diabetes-the 6th leading cause of death in the U.S. Diabetic
children is susceptible to high blood pressure and heart and kidney problems.

"Children are encouraged to buy soft drinks by accessible vending machines and
by implied endorsement of soft drinks by school boards," adds Salzman.

Activists are encouraging citizens to offer their comments on the Pepsi contract at
a School Board hearing Thurs., Feb. 6, at 7 p.m. The hearing follows the School
Board meeting, which starts at 5 p.m. To speak at the hearing, citizens must call
the school board at 303-764-3210. Organizers, who have formed "Citizens against
Pepsi," expect kids, teachers, parents, and grandparents of DPS kids-as well as
concerned citizens-to attend their protest.

Step seven: Distribute the Release

Often you need not send a press release to all media outlets you've got on file. If
your strategy dictates that you reach only a segment of your community, target
specific media outlets that will reach your target group. For example, if you
were trying to send a message about birth control to teenagers, you'd probably
want to focus on pop radio-not the newspaper.
Who should receive the release? At newspapers, send it to a reporter who covers
your issue. If the paper is too small to have specialized reporters (called "beat"
reporters), send the release to the city editor or the editor. At television stations,
assignment editors are the point of contact. Address releases to the news
director at radio stations. Make sure your local Associated Press bureau gets
your materials. If you've got a personal contact at any news outlet, use it. Send
releases by fax, mail, or Internet.

Step eight: Reach out and call a Reporter

You could have the country's best event, the planet's best release, the universe's
most up-to-date media list, be blessed in heaven-and all of it may not matter unless
you make follow-up calls to make sure journalists know about your event. Call
well before your event and, possibly, again on the morning of your event. Don't
be afraid. Although busy, most journalists are friendly people who want to hear
from you. Be aggressive, persistent, and polite.

Step nine: Practice for Interviews

You goal in an interview is to stay "on message." This means that no matter what
a reporter asks you, you answer the question in a way that highlights your central
message. Say you are being interviewed about local TV news, and you want to
express your belief that TV news broadcasts air too many crime stories.

Step ten: Hold a Press Conference

Many community organizers think of "publicity" and "press conference" pops in

their minds. In reality, a press conference is usually the wrong way to attract
the media. It's often a better idea to stage an event and have a spokesperson
available to give individual interviews as requested.

But a press conference is called for when you expect many news outlets to cover
an event or an announcement. Under these circumstances, a press conference
should last about 20 minutes, plus 10 minutes for questions, with a maximum of
four speakers. Start on time and have a sign-in sheet for reporters. A moderator
should cut off presenters who run on too long.

Make sure your amplification system is adequate. Practice the entire press
conference in advance, including questions, and make sure your speakers have
props to hold.

Even if you decide not to hold a formal press conference, you should distribute a
folder of easy-to-read information at your event. Do not include more than 10
pages of material in this "press packet," including: your news release, brief
biographies of speakers at your event, two recent articles about your cause,
and one feature article about your cause, preferably from a national
publication.

Step eleven: Take time to evaluate your Media Event

Take time to evaluate your media event. Don't take it personally if you received
scant coverage. It wasn't your fault that Mayor Blunder broke his leg tripping over
a pothole, dominating the day's news. The best definition of news is "what's in the
newspaper," and this changes each day with the competition.

Don't give up. But also remember that eight fleeting inches of ink in the daily
newspaper can be next to worthless if it is not linked to a strategy for winning your
campaign (e.g. reaching decision makers or a targeted audience).
Think strategy first, media second.

Event Planning Tips

Event planning tips can mean the difference between throwing an overpriced,
lackluster party and hosting an affordable yet memorable event. Whether you’re
planning a wedding, corporate retreat or fundraising gala, your success is all in the
preparation.

Event planning tips can come from anywhere; parties you've attended, magazines
and library resources or more conveniently, the Internet. Before you initiate the
research process, create a task list. Do this by visualizing your definition of a
flawless event, and then note all the intricate details you need to create that
winning outcome.

Your list should contain all the elements needed for seamless event production.
Venue selection, catering, tent or flatware rentals, entertainment, invitations
and favors are just a snippet of the planning and preparation that goes into
event production. The responsibility can be overwhelming for many people,
especially for those trying to juggle event production with their every day
responsibilities. With the right event planning tips, throwing a soiree doesn't have
to be taxing.
Event Promotion

In the world of marketing 'promotion' generally refers to a one-off event that

provides a stimulus for the public to buy a service or product. A special event can
be part of a more general promotion campaign of a company wanting to draw
attention to their product. A local council may create a festival as a way of
promoting their region.

As used by the event industry the word promotion has come the full circle. It uses
all the marketing techniques. As it is project based it has a definite life span. The
risks involved in one off or first time events mean that the event manager has to be
acutely aware of the tools of promotion. The audience does not have a reference
point for the event other than that created by the promotion. With repeat events and
festivals the audience and suppliers have at least an idea of the type of event, venue
and scale. For special one off events, the promotion is strongly linked to the
reputation of the organizing company, sponsors and other stakeholders as well as
the actual program or event content.

As with all areas of event management, event promotion must be dynamic and
able to respond to opportunities as they arise. Other areas of the event planning
should also be able to respond to the unforeseen products of promotion. A good bit
of PR can result in a surge of interest in the event and the event company needs to
be able turn the response to the advantage of the event.

The promotion schedule is only a tool to assist the planning of the event - not
the event's master.

Tools of Promotion
These tools are:
• Advertising
• Public Relations
• Direct marketing
• Word of mouth
• Hospitality

Advertising

Advertising is the controlled method of communicating the message. The event

manager can manipulate the message.
It includes:
• Give-aways: leaflets, posters, brochures
• Radio: commercial, community, national
• Internet: web sites, radio
• Television: cable, free to air, satellite
• Press: newspapers, magazines
• Non media alternatives: outdoor advertising, street banners, aerial,
innovative

It can be done by the event manager or, if the event and promotional campaign is
too big, by an appointed Advertising Agency.

Public Relations

Often it is part of the event manager's job to gain maximum exposure for the
event. PR is different from advertising in that it is not self-praise but carries the
strength of disinterested credibility. It communicates a more complex message than
advertising. It is free but the event manager looses control over the result. It can be
publicity can be positive or negative. To this end it is important that the event
manager maintains control over as much of the public relations as possible. A
thorough knowledge of the media's requirements and beneficial interaction with
the media personnel are sensible methods. Although PR is mostly proactive, it is
important for an event to have a reactive PR strategy as part of the event risk
management. Who will make public statements to the press when there is an
emergency? The PR campaign is a plan to gain maximum positive publicity for
the event.

For an entrepreneurial event it would include:

A. Data collection:
• Preparing a media list of suitable targeted media
• Preparing a contact list and club list such as politicians, interested people
and opinion leaders - often called media talent - who can be called on to
make suitable comments or actions which promote the event.

B. List ideas for continuous exposure such as interesting media ready stories,
competitions, public appearances, stunts, and speeches.

When these lists are prepared, the ideas prioritized and the story angles
determined, the journalist, editor or producer is contacted to ascertain the exposure
potential of the item. These publicity items are then placed into an overall
promotion schedule. The critical path is ascertained to ensure continual and
growing interest in the event. Milestones such as important editorials at critical
times can also be established. Specialist magazines and newsletters with their
highly targeted audience such as in-flight magazines, business magazines, trade
publications and association newsletters, need to be included in the lists.

Depending on the size and complexity of the event, the PR strategy can range
from organizing a media launch and handing out a press kit to just sending a
out a one page media release to selected media. News releases can be staggered
over the planning period to generate increased interest in the event.

Tips on writing a News Release

• Make sure it is released at the right time for it to be picked up by the media.
• Make it clear and concise with the main features at the very beginning of the
release.
• Put who, what, when, why and where in it.
• Have all contact details in it and the date.
• Use lift able quotes.
• Pitch it at the correct level: who will write the story and who will read it.
• Identify any media talent associated with the event and give their contact
details.
• Make sure all the spelling is correct – particularly sponsors and main
participants.

Most large festivals use the media launch, although it can be used by 'boutique'
events that target a specific audience. If the launch takes place in an interesting
area, it can be used as an opportunity to take photos and record interviews.
Television requires special facilities such as access, power and transmission links.

What is the Media Kit?

• Press release including the 5 Ws

• Press ready photos or video footage
• Event program
• Sponsor information
• Interview possibilities, times and contact details of any ‘stars’
• Press gifts such as complimentary tickets, invitations or smart hooks

Although PR involves the event's relation to the public, it is the relations that the
event manager develops with the media that can create interest in the event. It
implies developing a rapport with the media - finding out what they want and how
best to supply it. Networking is possibly the best way to develop this rapport. If
the manager does not have time or the inclination to do this then the event
organization should consider hiring a PR company.

Importance of Direct Contact

This is delivering the promotional message straight to the interested

individual. The basis of direct marketing is the establishment of a data bank and a
strategy to best reach those individuals. The mail out is the most common
traditional method. The database can be created from previous events through
competitions, guest books, inquiries, and point of sale information or just by asking
the participants if they would like to receive information on other similar events.

Hospitality

As part of the promotion tool kit, hospitality can be powerful. The special event or
festival has to promote itself to the sponsors. The diner for sponsors, for example,
can be an inexpensive way to promote the event. A tour of the site can be an
effective way of promoting the event.

Web Sites

The latest and increasingly popular method of promoting an event is to create a

web site. The advantage is that the site can also capture enquiries and be a point of
sale for tickets. The current movement towards virtual reality sites can give the
potential attendee a view of the event. The site can give real information, such as
the program and map. Used in conjunction with other elements of the PR
campaign, a web site can be used to distribute photos and press releases. It
transfers the some of the cost to the customer.

The Promotion Schedule

Once the various elements of a promotions campaign have been considered they
must be prioritized.

The priority of each element is determined by:

• Target market - its efficiency in reaching them
• Resources needed:
 oHuman- who is responsible for the task? Is specialist knowledge
needed?
o Financial - how much will it cost and what are the opportunity costs?
o Equipment
• Timeline - deadlines and clashes

The lead-time for each of the promotion elements needs to be established. Glossy
magazines may need at least 6 months lead-time for a story. There may also be the
best time to release a story. For example on a soft news day -Sunday.

Schedule

This is similar to any aspect of an event needing timelines and critical paths. Also
there needs to be buffer areas and contingency plans. What happens if the news
doesn't pick up a story? What happens if there is a more news worthy event?

As with all controllable elements of event management, the promotion

campaign needs to be targeted, integrated and thoroughly planned.

Planning a Promotion Campaign for an Event

Before beginning to conceptualize and plan your exhibition stand or portable

display, sit down to find out your exact exhibition and display needs, goals, and
objectives.

• Think about what you want to achieve from the exhibition or event. It might
be:
o Lead generation
o Appointment making
o PR coverage
o Brand awareness
o Market research
o Networking
o New product/Service to launch

• Consider your target audience and how you intend to get them to your
exhibition stand or to your event.
• Think about your competitors, what they will be doing and where will they
be positioned.
• Think about how your company is perceived in your industry.
 • Think about how you can measure your objectives to show a real return on
your investment.
• Thoroughly understand your needs, and understand your competition.

Only then do start to create your unique exhibiting or event solution. Through
understanding your needs you can create the solution and ultimately deliver your
expectation, As well as building your exhibition stand on the show floor and taking
care of your on-site requirements.

Exhibitions

Advantage of Exhibition over other devices

Exhibitions in the 1960s and 1970s were often considered the "event of the year"
for many in our industry. Many companies would send busloads of their employees
to the exhibition show floor and recommended everyone look for new trends, new
developments and have a chat with current and prospective contacts.

With the entry of the "sophisticated" computer and its ability to communicate
with others all over the world, exhibitions had met a new and technical competitor.
With this piece of machinery it was suddenly possible to feed present and potential
customers with all the information they needed to buy materials and equipment.
Then came the dawn of the World Wide Web era and the production of banners,
sophisticated homepages and high-tech e-mails. With this came the debate: "Do we
really need exhibitions in the future?" Despite great advances in computer and
electronics communications, humans still have the basic need for face-to-face
communication. The Internet cannot satisfy this requirement.

Exhibitions and Conferences allow for face-to-face communication.

Running a large, successful exhibition is a feat of planning and organization that

is in itself a full-time job for many months leading up to the show days. Running a
successful PR campaign alongside is even more difficult. Without exception, the
media in your sector will expect to be kept informed of every aspect of your
exhibition in the year leading up to it, and exhibitors will expect their participation
and product launches to be supported.

It is important to devise a professional public relations campaign that shows your

commitment to exhibitors and make the exhibition a 'must see' event for visitors.
An integral part of this will be to run a press office service in the months leading
up to the show, providing a central point of contact for all media enquires. Create
and project manages a dedicated website to promote your exhibition to exhibitors,
the media, visitors and the online public in general.

A successful public relations campaign will make a huge difference to the

prestige and attraction of your exhibition. Not only does it give exhibitors peace
of mind that their interests are a prime concern for you, the organizer, it will also
provide the media with material to ensure the widest possible audience gets to hear
about your show.

Exhibition planning mainly involves:

• A fully budgeted campaign aimed at the media, visitors and exhibitors

liaison with your exhibitors and their own PR companies
• A press office staffed by media professionals
• Advice on print and new media
• A central point of contact for exhibitors and media
• Post-show evaluation.

1. Planning and Organizing

The most common reason exhibitions go wrong lies in the simple fact that not
enough time is devoted to adequate planning and preparation. And many of
those exhibitions that are believed to have been successful are often more by
chance than through actual organization. Super successful exhibition managers
have a strategic exhibition marketing and tactical plan of action.

They then use the following five basic questions as their foundation before making
any arrangements:

Where does this show fit into our corporate marketing strategy?
Why are we exhibiting?
What are we exhibiting?
Who is our target audience?
What is our budget?

2. Taking Care of Details

So much of putting a tradeshow together means taking care of the details, and there
are usually more of these than you care to think about. Being detail-oriented is a
definite plus. The key to an exhibition manager's success is having a system that
works. Creating checklists is the best. With the hundreds of pieces that make up
the tradeshow puzzle, the only way to put them together and keep tabs on all the
details is with a checklist. Become a checklist fanatic and consider having a
checklist for each checklist.

3. Practicing Savvy Marketing

A significant part of a successful exhibition manager's role involves developing a

pre-show, at-show and post-show marketing plan. Most exhibitors fail to have a
plan that encompasses all three areas. Your budget is naturally going to play a
major role in deciding what and how much promotional activity is possible.
Super successful exhibition managers know the importance of developing a
meaningful theme or message that ties into their strategic marketing plan and
that will guide their promotional decisions. They know and understand their target
audience and plan different promotional programmes aimed at the different groups
they are interested in attracting.

4. Being a Team Player

Super successful exhibition managers know exactly how to work together as a

team, helping each other out whenever and wherever necessary. They help
everyone get acquainted, develop a level of trust, and familiarize and understand
each other's strengths. They know what it takes to create an environment of
camaraderie where the staff, as a whole, pulls out all the stops to succeed and set
themselves apart from the competition.

5. Knowing How to Manage Time

Super successful exhibition managers have mastered the art of managing their
time. They are well organized and have essential information at their fingertips,
which means that their work environment is orderly and efficient. They know their
priorities, don't over commit themselves, and can differentiate between important
and urgent tasks. They are superb delegates and are not afraid to ask for help
whenever they need it. Finally, they don't procrastinate; on the contrary, they
practice the "do it now" habit.

6. Negotiating Skillfully

Skillful and savvy negotiators know exactly what they want. They spend time
doing their research so that they know as much as possible about their
opponent. They are prepared with strategies and tactics, questions and possible
concessions. They are masters at finding alternative ways of talking about, reacting
to and solving problems. They use their talents of intuition, flexibility and concern
for others to reach an agreement where both sides win. They look to create a
feeling of co-operation to build a mutually beneficial working environment.

7. Applying a Positive Attitude

Research successful people and you'll find that having a positive, "can do"
attitude ranks high on their list of characteristics. Not only are they positive and
upbeat, but they also surround themselves with naturally positive and successful
people. Give it a try and see if their attitude rubs off on you. When you focus on
what you can do rather than what you can't do, expect to find solutions to your
various challenges. Try changing your vocabulary to reflect your optimistic
thoughts and feelings, and see what happens. People find you more attractive
and want to be around you, especially when you focus and direct your conversation
to the outcomes they want.

8. Evaluating Results

Any master continuously looks to improve on his/her performance, and a super

successful exhibition manager is no different. Create a system to evaluate your
results. Ask exhibition stand visitors and your exhibition stand staff for their
feedback. Find out what they liked about your display stand and general show
participation, and what would they like to see improved. In addition, ask yourself
what you thought went well and what you would do differently if you had to
organize this show again. Chronicle all your data and keep accurate records so
that you can refer to them the next time around.

9. Being a Perpetual Learner

We live in an information age and are inundated by more stuff than we can
possibly cope with. However, successful people love it, since they are perpetual
learners. They know the pitfalls of relying on what worked in the past as a guide to
what will work in the future. That's why they constantly look for new and
improved ways of doing things, learning from the masters and staying open
and willing to try different approaches.
10. Keeping a Sense of Humour

If you don't laugh, you might cry. In the exhibition and event industry there's no
lack of situations where it's easy to shed a tear. Keep your sense of humour. It will
definitely help keep you from getting mad, annoyed and frustrated with
incompetent and disorganized suppliers. Learn to laugh at their mistakes, as well
as your own, to maintain a saner perspective on life. If nothing else, remember that
laughing is good for your health. It helps reduce both your stress and blood
pressure levels.

Objective of Holding an Exhibition

Exhibitions and trade fairs are part of the process of product marketing. They
have advantages, which other forms of marketing and promotions cannot offer.
They provide the opportunity for large numbers of buyers and sellers in an
industry to come into direct contact with each other in one place at the same
time. Products of interest to the buyers can be viewed at the time that discussion is
taking place, allowing the opportunity to handle, examine and compare with other
products, go away to examine other company's products and return again for
further examination, all within a short space of time.

Very few other selling situations can offer this flexible facility. Where else, for
example, can competitor's product be seen nearby, enabling instant visual
comparison? New products can be displayed in premier positions supported by
appropriate captioning, highlighted and signposted. Dominant displays inevitably
attract the trade press as well as passing buyers. Such press attention can
result in reviews of products in the relevant trade publications. As new
technologies develop exhibitions and trade shows provide a splendid showcase and
furnish opportunities unavailable to other media.

By their very nature, exhibitions and trade fairs are very public. The efficient
company is seen to be so while the inefficient will not make a favourable
impression. Smaller companies can take advantage of the event by showing
themselves to be well-organized operations. They do not need a large stand to do
this: competent management combined with considerate and efficient staff will
suffice.

Product research can also be undertaken at exhibitions and trade fairs since
there is a ready-made audience of the very people who it is hoped will
ultimately buy the product being researched. They may not even be known as
customers but their views on new developments and ideas for restyling or
improving existing products can be invaluable. They will also be flattered to be
asked to provide an opinion on your new product – it could be the beginning of a
blossoming relationship! Some specialized exhibitions are also accompanied by
conferences. In such cases the cross-fertilization between conference and
exhibition offers particularly good opportunities for product research.

Test marketing of new products can be carried out at exhibitions. If the

product is not right and does not appeal to trade audience at an exhibition this will
very soon become apparent since visiting buyers will quickly see the advantages or
disadvantages and react accordingly. In addition, this research can provide an
indication of the likely production run needed for any new product.

Well-published launches of new products often attract interest from

competitors as well as the press. In such cases it may sometimes be necessary to
restrict the viewing opportunities with a suitably modified display treatment.
Exhibitors expect to meet old customers and friends. This is one purpose of an
exhibition, but it also provides an opportunity for the visiting buyer to be
introduced to other executives and employees whom he does not normally meet –
for example, the research manager or the sales office manager or others who share
in providing the product the customer ultimately buys. The customer has to deal
with these people – usually at the end of a telephone – and in can be useful for both
buyer and seller to get to know each other better. Such meetings lead to better
understanding and possibly increased business.

A major contribution of exhibitions is to provide the opportunity to meet

different buyers. Both buyer and seller can use the event to update their
knowledge of the other. People new to an industry often use exhibitions to
familiarize themselves with other companies, processes and people in their area. It
is an effective method of achieving this objective; by asking questions of the stand
representative, a visiting buyer can build a clear impression of a company.

It is important that stand representatives should always initially establish the

name, company and interest of the person to whom they are speaking.
Courtesy and good manners demand it, and also too much information is often
freely given to competitors because careless and inexperienced stand staff did not
know to whom they were speaking. The opening or VIP day is usually a social
event at which the company chairman and other directors take the opportunity of
fraternizing with their opposite numbers and meet ministers, MPs and other
personalities whom might be present. These occasions are well patronized by the
media since this is the industry get-together where a careless or ill-considered
comment or a hint of gossip could well be magnified, sometimes out of all
proportion, in the next issue of an influential publication. More positively, useful
joint ventures are often started as a result of a casual conversation at such
exhibiting for the right reasons.
Having decided to exhibit, it is necessary to establish your prime reasons for
showing. These might be to:

• Introduce goods, products or services

• Demonstrate goods, products or services.
• Research goods, products or services
• Test market products.
• Meet old and new customers.
• Enter new export markets.
• Support trade associations.
• Sell more products profitably.

Now it is also necessary to decide which exhibition or trade show you will support.
In many industries there are maybe one or two main trade shows, whilst in others
there may be several to choose from. Trade associations can provide useful data to
help in the choice. All exhibitions and trade shows also produce information
relating to attendance, numbers of exhibitors – both national and international –
and sometimes press cuttings. Exhibitions provide good opportunities for social
interchange, new contacts names, new enquiries for products to be introduced
and an opportunity to share group brochures that could reach important new
trade audiences.

Display work for your Exhibition

All exhibition stands will have some display work. It is not possible to describe
every type of display technique that is available since there are so many and the list
grows as new creative ideas enter the market place. It should be kept in mind that
the whole reason for being at the exhibition is to show goods, products or
services and to attract the attention of potential goods, products or services
and to attract the attention of potential buyers.

Smaller products can be shown on shelves, in showcases, mounted on panels.

Larger pieces of machinery may stand in a prepared decorative bed on the floor of
the stand. If it has moving parts and is to be demonstrated in a working state it will
need protective railing or fencing to prevent accidents. It may need toughened
glass screens; grinding or similar operations are involved. Amplification of the
demonstrator’s voice may be necessary if the machine is noisy.

Photographs of alternative models may be displayed adjacent to a demonstration.

They should be wet-mounted on separate panels, which can then be pinned to a
wall in the appropriate position. This is useful if the photo panel is to be retained
after the exhibition. If the product is uninteresting in appearance it will be the task
of the designer or display artist to find a means of enhancing the product interest.

Lighting is all-important. Displays should be well illuminated. Low-voltage

spotlights are a most effective light source. They can be adjusted to throw a circle
of light the size of the actual item being displayed or to give a general spread of
light. It should be remembered that the ambience of fluorescent light is cold. It can
be provided in various tints of white but it does not emit any heat at all whereas
tungsten lights are warm in every sense. They can transform a product display if
well used, but if they are used as roof lights shining down ion people’s heads they
will cause glare and headaches, and will become a nuisance to visitors and staff
alike. Lighting is a specialized art and proper advice should be sought. Electrical
energy can be very expensive at exhibitions and the inexperienced exhibitor
can waste a great deal of money.

Animation and Colour

Movement and colour attract attention. Colour can also be used through floral
displays or with coloured lights, perhaps changing colours on different displays or
products.

Most animation is based on switches and relays, combined with varieties of

turntables driven by electric motors, often with variable speed capability. Lights
and mirrors can also be used to good effect. Video projection and multi-
screens, laser theatres, holograms and talking heads are some of the
animation effects commonly being used. Using all these basic techniques
animators can create almost any effect. As well as animated and electrical
effects exhibition model agencies can now supply specialist staff like walking
clowns and robots – indeed, mechanical figures of any desired character – which
are especially effective for children's events and promotions.

Types of Exhibition

There are two basic categories of exhibition:

 • Trade and industrial fairs
• Consumer/public exhibition
• Company in-house exhibition
Display attraction

The Exhibition Manager

The exhibition manager clearly carries a great responsibility. He or she must be in

total command and the final mediator in all matters relating to the exhibition,
with the authority to approach and negotiate with all concerned whether they are
in-house executives or outside personnel. They must be recognized as the person
who takes the ultimate decision. Control of the stand and the budget is his
prime responsibility. If every person who is likely to come into contact with the
stand builder is allowed to request additional items or alternations without
consulting the exhibition manager the extra costs could undermine the project.
Professional designers and contractors recognize that the exhibition manager has
the final responsibility for all orders relating to the stand.

Once appointed, the Exhibition Manager (EM) must prepare a script, which
will be developed into the exhibition brief. To do this, the EM needs to consult
all the department heads and ascertain their opinions, requirements and the space
they wish to have in order to accommodate their requirements. It is essential that
the EM balance the requirements of the various departments in accordance
with company policy and objectives. A great diversity of views will be found.
The sales manager normally sees it as an opportunity to increase sales. They will
all consider their view to be correct, which is why it is essential to have the
company chief executive supporting the choice of the person deputed for this role.
It is the firm that will be on display and the projected image should favour the
company.

Collecting and Collating Information

As an example, assume that senior management has decided that the stand will
focus on 'New products', 'Research and development' and 'Improved service
facilities'. It might also be the intention to introduce an entirely new division. The
EM is often faced with this type of problem. Space has to be allocated in the initial
planning but an alternative scenario has to be ready for substitution at short notice.
More often than not, this takes the form of duplicating a popular product item
already shown in one display or area. All concerned, particularly the designer and
builder must have advance knowledge of any possible changes so they can
plan accordingly. The initial script for large trade shows will have been
drafted some months ahead of the event.

The EM must ensure that all items are documented as they arise, including any
probable last-minute changes. Many managers will request more space than
necessary for their products. The EM must argue the point and establish a fair
compromise. All space on the stand is costly in its finished exhibition form. After
discussions with all concerned, he should prepare what he considers to be a fair
appraisal of the total requirement. After calculating and preparing a realistic 'guess
estimate' of office and general space the probable area will become apparent.

The minutes of the meetings should be issued to all those who participated in the
formation of the script since they will form the basis of the final details, such as
the size of space required for each division's products, the time needed to
prepare exhibits and all other relevant details. From this an exhibition 'brief'
can be formulated.

Budgeting

When preparing your budget it is worthwhile to segment your direct and indirect
costs into two areas. Firstly there are direct costs such as payment for stand
space, construction and fitting out of the stand and other costs such as special
literature. Secondly there are indirect or hidden costs such as staff time in
preparing for the exhibition, expenses and other costs incurred while working
on the exhibition and promoting it. When preparing your budget it is worthwhile
to segment your direct and indirect costs on your budget sheet. Remember to
include all fixed costs from advertising your presence at the event in national and
local press.

An ideal break-up would be something like:

• Space rental-26%
• Stand services-9% (includes electricity, onsite handling and storage etc.)
• Stand construction-41% (design, construction, graphics, furniture etc.)
• Staffing and facilities-17% (stand staffing, accommodation, transportation,
catering etc.)
• Publicity- 7% (related promotions and publicity for the event)

First consider the type of event you will be exhibiting at. Look at the literature sent
by the stand organizer, which will show the number of visitors and the type of
visitors. Like a sales forecast, create an exhibition forecast of the number of sales
prospects and sales closures that you expect over the duration of the exhibition.

1. Creating a time-table

2. Budget headings

3. Controlling costs Venue

It is not always possible to choose the site at busy shows. Some organizers allocate
sites according to their own judgment. Many exhibitions are categorized in product
sections and the choice can be restricted.

Stand options

Exhibitions normally offer the option of 'space only', where the exhibitor is
responsible for all work and services, where a section of the exhibition has been
allocated into simple uniformly constructed stands. These are usually compact
smaller units with walls, floor covering, name board and simple electrical work
provided to an identical style. They are an economical method of participated at an
exhibition. The stand-holder is normally permitted to add to the 'shell' and decorate
at his own expense. Stand fitters are adept at providing interesting interiors to these
shell stands at reasonable prices. Many established exhibitors commenced
exhibiting in this way.

Other Venues

Exhibitions and shows can be staged in many different venues. Circuses and fairs
were the origin of exhibitions; in those days they were called ‘goose – fairs’.
Ships and trains have also been used as traveling exhibition halls. Even a Jumbo jet
aircraft has been fitted out as an exhibition setting – particularly suitable venue if
the product has no connection with aircraft. Any vehicle with sufficient space and
novelty appeals has the potential for a traveling exhibition venue. In such cases,
accommodation for the staff may need to be provided but on a train or ship this in
not a problem. All of these venues have good publicity value and that is part of the
requirement. The decision on weather or not to incur the expense of these
operations depends very much on the product to be shown.

In all cases it must be remembered that adequate parking has to provide for staff
and visitors and toilets and catering facilities must be nearby. Leisure centres,
shopping arcades, sports clubs and race courses have such facilities and are
sometimes used as a showcase.

Stand Design

The designer's role is most important in contributing to the success of an exhibition

project. Great care should be taken in selecting the best person for the event.
Exhibition design is a specialized craft and should be carried out by a
professional - not just anyone. You will have prepared a full and considered brief
reflecting the needs of the people and departments who are involved, and this
should now be passed to a competent exhibition designer. There are several ways
of making a choice if you do not know of an appropriate designer. For example,
advertising and PR agencies can usually provide names of people or design
organizations they have used with success for other clients. Exhibition
organizers will also be able to suggest people who have designed successful stands
at their shows. For some industries, such as building and construction events, some
architects will undertake exhibiting design.

The final choice of designer depends on your requirements. If you decide on a

'shell scheme' at a minor exhibition, you will probably need only to establish a
simple setting by means of display panels, self-standing display pieces, graphics
and interesting arrangements of your own products. A good designer can usually
provide an adequate design at a realistic cost. Quite often the whole purpose of
taking such a stand is to keep the cost down, often the case in a first-time
exhibition. If you have booked 'space only', the whole stand has to be designed and
built.

The exhibition brief you have prepared will indicate the considered views of your
company. It details the stand size and position, your general and particular
requirements. You may have appointed the designer before you finalized the brief
and budget, in which case the design contribution will already have been made and
incorporated in the brief. If not, the full value of the written brief will now become
apparent. Successful designers will have several projects happening at the same
time and, like all creative people, they will appreciate the requirements and details
being gathered together in a logical order so that they can devote their time and
talent to creative rather than administrative work.
Logistics

Exhibitor's manuals:

Exhibitors are provided with a book of instructions and forms when they are
allocated their space. This is referred to as the exhibitor’s manual, exhibition
book or some similar title. It should contain all the information that an exhibitor is
likely to need to build the stand. All organizers have their own ideas of what is
needed, and the manual should carry an index of all their requirements and
services, which typically would include the following:

Access plan to venue Logo format

Accommodation details Lorry passes
Advertisements Machinery lifting
Badges and passes Maintenance
Banking facilities Name boards
Build-up and breakdown dates Opening hours
Organizer’s contact
Car parking
names
Catering on stands Organizer’s forms
Checklist -
Cloakrooms -
Contractors List of Photographs
Demonstrators Post offices
Description of exhibits -
Press and visitor
Electrical contractors
promotion
Exhibition catalogue Press office
Exhibitors' badges -
Exhibitors' invitations Press previews
Exhibits - delivery and
Private rooms and suites
handling
Fire precautions Product category index
First aid facilities Promotional material
Florists Registered Design Act
Food hygiene regulations Restaurants
Forwarding/shipping agents Sales training films
Furniture and floor covering
Security
hire
Gas Shell scheme contractors
General services and Shell scheme
information specification
- Sponsors
Health and Safety at Work Act Stand cleaning
Insurance Stand plan submission
Interpreters Storage
Technical services Video advertising
Visitor and buyer
Telephones
promotion
Toilets Water and waste services
- Workmen's passes

Exhibitions and trade fairs will carry different headings to accommodate the
requirements of the industry, which is being displayed. Those shown above are
merely indicative of a typical event but are among the most common. Quite often
an organizer will carry different headings to accommodate the requirements of the
industry, which is being displayed. Those shown above are merely indicative of a
typical event but are among the most common. Quite often an organizer will
permit suppliers to advertise in the manual. This is a very good medium for the
supplier since every person reading it is an exhibitor or involved in some way and
therefore a likely prospect. There is little wastage. For the organizer the income
from the advertisers can pay for the cost of the manual.

Apart from making the logistics manual, the exhibition manager has to:

1. Fill forms
2. Brief other departments
3. Arrange for badges, tickets and passes
 4. Survey the venue
5. Notify staff requirements
6. Arrange for staff uniforms
7. Arrange for stand catering
8. Scheduling and Progressing

We have now reached the stage where we have arranged the design, ordered the
stand building and become familiar with the needs shown in the exhibition manual.
Many events leading up to the exhibition or trade fair are how happening and as
the weeks pass by even more will need to be incorporated into our plans. The
progress schedule provides the indication when the next item needs to be
auctioned. This schedule is in fact an extension of the work already done. The
design brief established the requirements we decided were necessary, the drawings,
which resulted, were tendered and the budget created.

We now have to continue that work and establish a list of action dates to ensure
that the correct event happens when it should. This could be called a critical path,
progress schedule or any other title that appeals. Its purpose is to indicate
requirement, the planned date and the actual date the item is achieved.

The headings here are similar to those we used earlier on in the budget:

1. Publicity, promotion and PR

2. Advertisements
3. Invitation tickets- mailing list
4. Brochures and leaflets
5. Organizer’s promotional aids

Publicity, Promotion and PR

All exhibitors seek publicity for their products - that is one of the reasons they are
attending an exhibition or trade fair: to gain publicity and exposure. Trade fairs
need maximum exposure to their audience in the particular industry to which they
are appealing and normally use trade journals together with quality daily and
weekly newspapers, particularly those, which publish supplements or features.
Direct mail plays a large part in trade and industrial fairs but not nearly as
much in public events. If, however, tickets are being sent to selected retailers to
distribute to their special customers in order for them to visit a popular public
event, direct mail can be of value.
Firms that are frequent exhibitors will have their own specialist department to
prepare their advance publicity and promotional material - usually the publicity
department or their advertising agent or sometimes a specialist exhibition
promotion and/or PR agency. No matter which, they will all follow a similar path.
PR is the starting point for all companies exhibiting. The very fact that the
company is exhibiting means that they have something they want to show or say! It
may be a new range of products, opening a new factory, going into new market
areas - all of these are reason enough for publicizing. With Internet and TV it is
essential to 'sell' the producer a good idea that could attract viewers. They will not
consider an approach that is too blatantly commercial, but if it has novelty appeal it
will stand a chance.

Advertisements

Most trade journals have at least one special issue devoted to the trade fair and
usually publish a floor plan with a list of exhibitors and a summary of products.
Reviewers provide opinions on products and services and evaluate industry
developments. Such issues usually carry a 'bumper' crop of advertisements of the
companies who are exhibiting. Special issues have become a ritual at most trade
fairs and exhibitors do seem to support them. Usually only one or two major
publications will attract the majority of exhibitors and buyers, so choose
wisely. The national and international press should also be considered if the fair
is a large major event. Whatever advertising is employed attention must always be
drawn to the stand number, hall and any other quick identifying landmark - such as
'facing the entrance', 'near the canteen', etc. These may seem minor details but it
is essential to take every opportunity to remind readers that you are waiting to give
them every attention - on your stand! Any invitation tickets or letters that are sent
should mention the stand number and hall and the easiest way to find it; the
organizer often provides letter stickers for this purpose.

A plan on the back of the invitation ticket showing your stand is helpful. The
timing of the advertisement is important. With the major public events, the
consumer press, newspapers and popular magazines will be filling their pages with
advertisements relating to the exhibition. All of these must be considered; they
might be carrying stories praising the value of your particular product. The
exhibition will have its own catalogue in which all exhibitors will be included with
an entry describing their exhibit. This is usually restricted to a stated number of
words, but it is usually also possible to advertise in this. Many visitors to trade
fairs retain the catalogue as a product guide for use in their work at a later
stage, and this should be borne in mind when advertising in it.
3. Invitation tickets- mailing list

Exhibition organizers make tickets available for exhibitors to send to their

customers. List all the known users of the product into three categories:

1. Those who are regular customers already.

2. Those who are known and have been approached but up to now have not
become customers for some reason.
3. Those who are known but have not been approached.

It will immediately be seen that groups 2 and 3 are clearly the people that could be
most profitable and to whom a concentrated approach should be made. An
effective way is to send personal letters to named individuals in-group 2 suggesting
that the recipients may find it useful to see the new range of products being offered
for their industry. Also suggesting a time and date that you have penciled in your
diary for them to visit your stand - and enclose a personal invitation ticket. A
director or senior executive should sign this personalized letter.

Such invitations do attract a good reply ratio and experience has shown that the
replies will fall into the following categories:

• 'Cannot manage the suggested time; can another date be made?'

• 'Not personally visiting the fair this year but could another person visit?'
• 'Not able to leave the office at this time; could you visit me at this office?'

All of these replies can be seen as positive and could lead to an enquiry from a
newcomer. All orders from new customers are profitable! In practice it is useful to
have the background notes about previous meetings. Psychologically, the prospect
will be impressed that a director or senior executive has bothered to invite
him by name for a special meeting to explain the products and has also
demonstrated good background knowledge of him and the company. It
suggests that this is a company that cares about their clients.

Brochures and Leaflets

There will usually be a requirement for leaflets, brochures and other descriptive or
corporate material. Much of this may be drawn from stock but some special
exhibition material could well be needed. Do ensure that this print material goes
to people who really want it. All staff working on the stand, preferably on their
person - never left loose, should carry enquiry pads or cards.
Organizer’s Promotional Aids

Most organizers will have various memorabilia available to their stand holders in
the form of car stickers, posters, exhibition logo stickers, book matches, etc.
Many of these are issued free; some may be special prices for items being
merchandised at public shows, and may include T-shirts, photographers, pens,
pencils, etc. Some exhibitors hold competitions for major prizes at public
exhibitions and it may well be worth approaching the organizers to ascertain if they
would like to be associated with such an event. In this way, greater prominence
can be given to the idea.

Safety and Security

Before the exhibition opens, the fire and health and safety inspectors should
inspect the complete show. Their duty is to ensure that the event is safe in every
respect, and only when they have given their clearance can the event open to the
public or trade visitor. The rules and regulations governing all aspects of fire
requirements and health and safety needs are always fully stated by the show
health and safety needs are always fully stated by the show organizer. Professional
exhibition designers and stand builders follow as a matter of course to ensure the
safety and comfort of everyone involved at the exhibition. Fire inspectors will
particularly look for fire traps, the gaps between stands which could become
filled with rubbish, boxes, papers, wrappings and similar material that a
carelessly discarded match or cigarette ends could easily ignite.

Paper and card and other materials, which catch fire easily, should never be used.
Health and safety inspector should have a comprehensive list of requirements,
which will be stated in the exhibition rules and regulations. They are meticulous
where the preparation of food and drink and other catering details are concerned.

Whatever be the venue see to it that a doctor and a nurse are always ready in
case of any emergency. Contact the nearest police station, fire station and hospital
in advance to prepare for any kind of emergency. At large shows where maybe
several hundreds of people are visiting, accidents are inevitable. All exhibition
organizers can quote cases of every description, from broken limbs to heart
attacks! Therefore appoint people exclusively for each one of these functions.

Never leave parcels or goods unattended on the stand or in the gangways. Always
have at least one person on the stand – particularly at lunchtime when many thefts
occur. If the exhibits are small enough have them locked in a secure store. Secure
should mean solid and firm and not something fragile.
Most exhibition and trade fairs have security guards patrolling day and night. They
cannot easily spot a thief if he appears to be working on your stand during daytime
but at night they will certainly challenge and usually request identification. Newer
exhibition venues also have video cameras that scan the halls by night. These
are remotely controlled from the security room and can film a theft-taking
place.

Staff Tidiness

At a busy exhibition, a stand can very quickly become untidy. Dirty cups, saucers
and plates should be cleared when the visitors depart, ashtrays should be emptied
frequently, and the stand should continue to look inviting at the end of the day, not
like a refuse dump. It is all too easy to let this happen, and you should constantly
emphasize the value of good housekeeping. Staff will get tired: they should be
allowed breaks when they can sit and relax away from the ‘business end’ of the
stand, either in a staff room built into the stand or one of the cafes or restaurants
within the venue. In no circumstances should they lounge around on the stand, as
this does not create a good impression. Staff should be discouraged from smoking
on the stand. Many people find this offensive.

Also, do not forget to replenish supplies. Brochures and leaflets quickly run
out. Catering supplies should also be ordered a day in advance.

Dealing with the Visitors

The stand or sales manager should brief the stand staff everyone knows their stand
station -everyone should be in position at least 15 minutes before the opening time.
The first visitors will soon arrive? How should they be approached?

The salesperson should first discreetly note the product that appears to interest
visitors and then approach them with an appropriate comment product such as 'we
have a whole selection of sizes if this is of interest to you.’ Or By the way, my
name is so and so, I’d be glad to help you in any way that I can’. This type of
approach is positive and helpful, and seen to be so – much more so than the
commonly used but ineffective ‘can I help you?’

Make an Exhibition of Your Company

It doesn’t matter what business you are in or what size of business you have, if you
are an exhibitor at a trade fair, you will all have one thing in common – an eye
watering appreciation of the costs involved.
Stand space, stand design and build, the get in and get out, staff and
accommodation costs, sales staff not on the road selling. It’s enough to have the
Financial Director Reaching for the gallium.

However, with a little forward planning you can make the event work for you in
terms of maximizing your attendance, attracting potential customers to your stand
and raising the profile of your company. The key is, harness the Public Relations
opportunities and set them working for you. Successful exhibition PR is all
about timing and your starting point should be the date of the exhibition, because
you need to plan backwards.

For example, if your exhibition is in June and your key industry magazine is
monthly, then you need to be sending your exhibition press releases in April,
because they will be working two months in advance.

PR activity around exhibitions falls neatly into two halves: your role and the role
of the exhibition organizers.

In terms of your role, let’s start with the press pack. This should contain two or
three newsworthy press releases. Don’t forget to put the hall and your stand
number on the front page of each release. Enclose good quality and interesting
photography. Be creative, it will stand much more chance of being used if your
new product shot has been taken from a creative angle. You might want to include
biographical details of key personnel on the stand. Also, don’t forget to put a label
with details of how to find you on the pack itself.

Make sure that there is always someone on your stand who can speak to journalists
about your company and the products you have on display. Tell the business editor
of your local newspaper that you are going to the exhibition and send your quirky
photograph and press release to them.

Here’s how to make the exhibition work for you.

Once you have your Exhibitor’s manual, find out who has responsibility for co-
coordinating PR on behalf of the organizer and make contact with them. Find
out which magazines are supporting the exhibition and target them with press
releases and invitations to visit you at your stand.

Ask for a list of journalists who have confirmed that they will be attending and
make a point of introducing yourself to them. Check if the exhibition is going to
have a daily newspaper – they are often produced by an industry magazine – and
contact the editorial team. They will be hungry for stories particularly for the first
edition, which will be produced before the show starts.

Make sure that you are included in any exhibitor directories and that you are
featured on the exhibition website. Visit the Press Office frequently to ‘top up’ the
supply of press packs. Also, keep some packs on your stand just in case a stray
journalist turns up.

On Press Day (usually the first day of the exhibition) make sure that your key
personnel are available and have someone hovering around the Press Office.
Nothing is more frustrating than finding that an important journalist is somewhere
in the exhibition or worse, that they have been and gone.

Once the exhibition is over, tell the media how successful it was for you. This is
especially important if you have clinched an important deal, won an exhibition
award or had influential visitors to your stand.

And finally, many exhibitors feel that they are too small to be of interest to the
media. This is a completely false impression. Journalists are always interested
in small, exciting companies with interesting stories to tell.

Trade Fair

A Trade Fair (or trade show) is an exhibition organized so that companies in a

specific industry can showcase and demonstrate their new products and services.
Some trade fairs are open to the public, while others can only be attended by
company representatives (members of the trade) and members of the press,
therefore tradeshows are classified as either "Public" or "Trade only". There are
currently over 2500 trade shows held every year in U.S. alone.

Trade fairs often involve a considerable marketing investment by

participating companies. Costs include space rental, display design and
construction, telecommunications and networking, travel, accommodations,
and promotional literature and items to give to attendees. In addition costs are
incurred at the show for services such as electrical, booth cleaning, internet
services, floral decoration within the booth and drayage (also known as material
handling).
Consequently, cities often promote trade shows as a means of economic
development.

Exhibitors attending the event are required to use an exhibitor manual or online
exhibitor manual to order their required services and complete any necessary
paperwork such as health and safety declarations. Trade Fair Objectives need to
be achievable (within context to the firms resources), they need to be quantifiable
and mechanisms must be in place to monitor their achievement.

Trade Fair: Uses & Abuses

Trade shows are one of the most cost effective ways of promoting your
company's products and services. According to The Center for Exhibition
Industry Research (CEIR), the cost of contacting a prospect in the field is $308,
which does not include the cost of identifying that prospect prior to the sales call!
The cost per visitor contacted at a trade show is $212! Prospects you are not even
aware of find you at a trade show! Trade shows bring buyers (attendees) and
sellers (exhibitors) together under one roof. Each has a common goal: to establish
or maintain profitable business relationships. Buyers meeting sellers face to
face…no wonder trade shows are so popular!

Exhibits Are Crucial!

At trade fairs, the attendee’s perception is the exhibitor's reality. This holds true
no matter how large or small your company is, and no matter how limited or vast
your products and services are. The attendee will leave with a perception of your
company based on
a) Your exhibit,
b) Your booth staff and
c) The literature and information you provide.

A well thought out trade fair program can level the playing field for smaller
companies. A $100,000 start-up company with an effective exhibit, skilled
personnel and nice literature will look better to an attendee than a $100,000,000
company with a poor exhibit, an unprofessional booth staff and poor literature.
Who will get the sale? On the other hand, a larger company willing to invest more
in its trade fairs can set itself apart from the competition with a larger and/or nicer
exhibit. Just remember, the image you portray at the show will be the attendee's
perception of your company. Make it count!
The Importance of Planning

Planning is the key to achieving a high return on investment from your trade
fairs.

Every year, companies across the globe invest thousands of hours and millions of
dollars on trade fair exhibits. The planning process spells migraine for many, while
others avoid the subject entirely, finally making panicked decisions at the last
minute. There is a way to streamline this process, cut the anxiety and come
together on schedule and under budget to create a successful show.

Step one is to define your purpose at the show. For most, it is to sell products
and services, educate clients, build lasting relationships and of course, see what the
competition is doing. Determining which of these is most important can offer
direction in structure, layout and graphics during the exhibit design process.

Step two is determining your budget. There are many factors to consider when
planning your budget. Allowances for show services (booth space, install and
dismantle, electrical, etc.), exhibit design and manufacturing, staffing and
transportation, shipping and storage, and promotions need to all be
considered when budgeting.

Step three is to plan. Plan your exhibit. Make your show arrangements.
Make your travel arrangements. Plan your promotions.

Step four is to put your plan in motion. All the planning has to come together
seamlessly.

Step five is to analyze post show results. Did the show meet your expectations?
Did you reach your goals?

Choosing a Trade fair

So, you want to exhibit at a show? How do you decide which one? Well, start with
your customers. They will tell you which shows they like to attend. Trade
publications publish industry calendars that list every show of importance and the
factors to consider, such as number of attendees, dates, locations, etc. Your
vendors are helpful with ideas also. Most industries have at least two major shows
that everyone attends.
Questions to consider when searching for that perfect show are:
• How many people will attend, who are they and what do they buy?
• Does the show’s attendee base match my target market?
• How many of these attendees matter to me?
• How much will it cost to reach them?
Compare shows and make informed decisions based on these factors.

Selecting Booth Space

Space? How much should I have? That depends on a number of factors. First,
how many salespeople will be working the booth? Typically, each salesperson is
given 25 to 50 square feet of space. Next, how much product will you be
displaying? Will you need room for a conference area, demos, and storage?
Finally, how many clients and prospective customers do you expect? The ultimate
goal when choosing exhibit space is to have room for all visitors without too
much additional space.

Example: If you expect 100 visitors per day at your booth, and the show runs for 5
hours each day, this calculates to 20 visitors per hour. Assuming each salesperson
can 5 people each hour, you will need 4 salespeople in the booth at peak hours.
This means you will need 100 to 200 square feet of space plus space for products,
demos, conference and storage.
Remember, the goal is to accommodate all visitors without waiting and without
over crowding, but too much space can make it look like nothing’s going on in
there!

How do you choose your exhibit space at a show?

First determine what is available to your company. It is important to know that

show management gives priority repeat exhibitors and larger exhibitors, so a
smaller, new company may have limited booth space choices.

Go over the floor plan carefully, keeping in mind the following desirable
locations:
• Near the center of the hall
• Near industry leaders
• Near rest rooms and restaurants
• On aisles leading to meeting rooms

Areas to avoid include:

• Behind barriers such as walls and columns
• Areas with low light
• Dead-end aisles
• Near freight entrances and utility sources
• Extreme corners of the exhibit hall
• Aisles farthest from the center

Choosing a Display

You have an exhibit space, now what? You need a display. Although there are
dozens of display styles, they are generally grouped into three categories: portable,
modular and custom. As you consider the choices, make a list of what you want to
accomplish at the show. Then you can choose the display that best matches your
needs. For example, if displaying products is most important, shelving, graphics
and other forms of product display need to be an integral part of the design process
from the beginning versus an afterthought. If building relationships is priority one,
a conference area should be considered. By defining your purpose and deciding
which elements of that purpose take priority; your company can make the
most of valuable trade fair space.

Portable

A Portable display is generally defined as a structure that can be shipped via, or

transported in most vehicles. They are easy to assemble (usually by one person
with no tools).

A Pop-up display consists of a collapsible frame that expands to create a back wall
for attachment of graphic mural panels and/or fabric panels. When using graphic
mural panels, the graphics will hang directly on the frame’s hardware. This will
create a large (10' wide x 8' tall), virtually seamless graphic image. Graphics that
are displayed on fabric panels may come in various shapes and sizes. All of the
panels and graphics for Pop-ups can usually be rolled and placed directly in the
case.

Pop-up displays have quick set-ups, are easy to use and are affordable, making
them one of the most popular display systems on the market. The downside is that
Pop-ups are so popular and inexpensive to own that they have become
commonplace at shows. It’s hard to stand out from the crowd when your display
looks the same as everyone else's.
Panel Displays

Panel displays consist of thin, flat panels (usually 2' x 4') that fold for storage and
shipment. These systems are offered in a wide range of models. Normally they
consist of individual panels that are connected on-site, or permanently hinged
panels that simply unfold to create a display. Panel systems can be used as tabletop
displays or stacked on top of one another to create floor model displays. Good
Panel displays are structurally sound and capable of having shelves, slat walls,
TV/monitor stands and other accessories. Panel displays usually take longer to
set up than Pop-up displays, but are more versatile.

There are various other Portable displays that fall outside the Pop-up and Panel
categories. These displays utilize a variety of structural systems to create back
walls and other display elements, some with and some without tools. These
systems are great when used alone or in conjunction with other display systems to
create a different look.

Modular Displays

Modular displays are hybrid structures that attempt to give the look of a full
Custom display in a lighter and more portable format. As the name suggests, this
system uses modules of varying types (panels or frames) that connect to form a
display. Most Modular displays offer a virtually limitless array of finishes
including metal and wood laminates, graphics, etc. The best part of this display is,
when properly designed; it can easily be reconfigured (to meet booth space, size, or
structural requirements), modified, and added to over time. Plus, if a single panel is
damaged, it can be replaced without replacing a large section. These systems are
stronger and heavier than Portable displays, but are weaker and lighter than most
Custom displays.

Custom Displays

Full Custom Displays are generally designed from scratch and constructed of
wood, metal or other substrates. These are high-end displays, and the price will
usually reflect that. Since each Custom exhibit is designed and created with
your specific needs in mind, it is unique to you. And it can provide virtually any
solution you need. There are no limits. Most anything you dream can be made a
reality. Hardwood floors, revolving areas, two-story structures and anything else
you imagine.
Custom displays cost more to transport and manage; however, much of the cost is
determined by how large of a booth space you are filling. Custom displays are
utilized in 10’ x 20’ or larger booth spaces most of the time. However, 10’ x 10’
custom spaces can really make your company stand out. No matter which type you
choose, have your designer incorporate future additions and upgrades into your
original design. Having it built with a long-term plan in mind will save money in
the long run on these additions.

So, with this vast array of products to consider, which style is best for your
exhibit needs? Portable, Modular or Custom? The best thing to do is to find a
professional to help you decide what is best for you.
Find a Professional

The type of display style that will work best for you depends on many factors. You
will need to find a professional display provider with whom you can discuss your
goals, needs and budget. Let the professional make recommendations as to which
systems will best meet your specific requirements.

Trade offs

You must realize that you cannot have your cake and eat it too. All display
decisions involve trade offs. The more you want to accomplish and the better you
want to look, the more you’ll need to spend, and the more you’ll get out of the
show. For example, you can’t have a high-end, modern 20’ x 20’ exhibit with all
the bells and whistles that packs in your car. You can’t have a strong, sturdy 10’ x
20’ exhibit with shelves and counters to display your product that sets up in only
20 minutes. The more you want, the more you’ll spend, and greater the impact
you’ll make at the show. So, as you think over the options, make a list of what is
most important to you, and make your decision based on those priorities.

Storage

Portable and some Modular displays can be stored in your office building. For
larger Modular displays, you’ll need a truck-high dock to unload them from the
truck into your building. Custom displays in wooden crates will also require a
forklift.
Set Up/Dismantle

Who will be setting up your display at the show? Be sure to check the exhibitor
manual of the show you are attending to see what restrictions are in place. In union
venues you have to employ union carpenters and electricians for set up which is
expensive. Portable Pop-up and Panel displays usually are the quickest to set up,
but it depends upon the size of your display.

Figure on about an hour of total set up time per 100 square feet of booth space.
Pop-up displays assemble in 15 minutes (very quickly), but by the time you put out
your literature, wipe off the display and arrange lighting and other accessories, an
hour will probably have passed. To keep costs down, only use the hired labor to
do the main set-up work, then come back later to wipe down, make
adjustments and put out your literature.
Modular displays have to be assembled on-site to create the structure.

Booth Space Size

Do you use the same booth size at every show, or does the display need to be
flexible to accommodate different booth sizes? Most displays can be designed to
convert to different sizes. If you are spending enough to have a 20’ x 20’ or larger
booth space, you’ll probably want to consider a higher-end Modular or Custom.
Portables can be configured for larger spaces, but they are probably not the best
options. If 10’ x 20’ or smaller is your size, any display style would probably
work. Even if you have the minimum booth size (10’ x 10’ at most shows), you
can still make a bold statement by using a Custom display. If designed properly, all
three styles of displays can work in any booth size.

Products and Services

If you need to show lots of products, you’ll need shelves, counters and cabinet
space. These needs can best be met with a Custom display, but you can also use a
Modular or Portable panel display. A Pop-up just doesn’t have the strength or
stability to hold heavy items. For services, Portable Pop-up displays are a great
option because they offer large, virtually seamless graphics, or Modular and
Custom displays can be designed with large flat areas to hold large graphics.

Other Factors
What functional features do you need? If you need private or semi-private areas
with tables to conduct business, conference areas can be incorporated in Modular
or Custom displays. Do you need a lot of storage space for giveaways and personal
items? If so, you should either stay away from Portable Pop-up displays (no
storage), or purchase matching cabinets to give you the storage space you need.

Graphics

Your exhibit is only as good as your graphics!

You need to get three powerful messages out to your visitors and show attendees:
1. Who are you? It is important to get your name and logo up where people can
see it. Use simple visuals and easy to read fonts. No need to get fancy.
2. What do you do? Give a straightforward, easy to read statement about your
product or service offering. This will help the attendee decide if he/she should stop
by your booth.
Sometimes “less” is more here.
3. Why should I do business with you?
Go ahead and stake your claim. Get their attention! Make your statement short,
memorable, and believable.
It’s important to have visuals with short lists of features and benefits. Don’t give
out too much information, or they will have no reason to talk with you.
Graphics vary tremendously.
The three main factors that matter are size, number of colors, and number of
images. The key is simplicity!
• Use bold, contrasting colors, and simple, easy to read fonts.
• Minimize words and maximize pictures. This allows the passerby to grasp your
capabilities without too much effort.
• Use lots of light. Backlit graphics are becoming more and more popular because
of their visual impact.
• Always keep your main messages above waist level.

Consult your graphics designer for help in choosing colors and images. They know
what works. If you choose a display house that has graphics production
capabilities, you can be sure that all entities will work together for the most
cohesive message and effective exhibit.

Trade Lighting

Companies spend billions of dollars each year participating in trade fairs and
exhibitions. Careful attention is placed on the choice of shows in which to
participate, the location of the exhibit booth in the show hall, the size and design of
the display, the exact colors used in a display, the type and content of graphics to
be used, the type and color of carpeting used, what give-a-way item may be used to
have a company remembered, who the best personnel is to represent a company
and the selection of products to be displayed. All too often, illumination of the
exhibit space is the last item considered, if it is considered at all!

The placement, type and quality of lights selected for use in connection with
an exhibit are key elements in attracting an attendee to visit an exhibit space.
Prove it to yourself. Go into an exhibit hall during a show and observe the
difference between a display with illumination and one without any lights.

Next, compare a display that has planned lighting to accent a particular area or
generally illuminate an area to one that has just put lights in its space. The display
with planned lighting will always be more pleasing and inviting and will usually
have more traffic (many other factors obviously contribute to booth traffic as well).

The use of lighting to assist in the sale of product is not a new concept. Store or
retail lighting has been a major part of store planning for decades. A display is
simply a portable store. An exhibitor must effectively use lighting to maximize its
exposure within the busy space of an exhibit hall.

While there are many factors that contribute to the selection of lighting fixtures to
be used in a display, the primary focus should be on:
(1) The fixture’s versatility;
(2) The color output of the light generated from the type of lamp used in
the fixture;
(3) The style of the light fixture; and
(4) The use of color to attract attention.

Versatility

The first thing to remember is that no matter how much advanced planning you do,
the one thing you can not anticipate is the impact the facility’s ambient lighting
will have on your exhibit scheme. An exhibitor’s space may be directly below
powerful, overhead, and color altering lights, or located in a dark corner of an
exhibit hall. Either location will significantly impact the appearance of a display.
As a result, versatility is essential.
Versatility can be achieved by being able to adjust a fixture through a swivel
mechanism, moving the fixture arm within the clamping mechanism or by
adjusting the fixture by bending an arm (if it is a flexible arm).

Color Output of Light

An exhibitor invests substantial amounts of time and money in preparing a display

and its related graphics. Isn’t it important to make sure that the attendees see the
colors and textures selected for the display as they were intended? Style and design
considerations are captured in the fixture(s) selected for use. Color output is
delivered by the type and quality of lamp used. The following is a general
summary of color output of lamps traditionally used in display lighting.

Incandescent lighting is a commonly used light source, but the color output of
this type of lamp tends to be yellow. An exception here is Halogen, which is a type
of incandescent lighting. Quality halogen lamps provide good, reliable white color
output, enabling the true colors of displays, graphics and products to be seen.
Incandescent and halogen incandescent lamps are commonly used in a wide variety
of arm lights.

Fluorescent lamp outputs cover a wide spectrum of colors. Cool white is the most
common finish of fluorescent lamps. The output of cool white lamps is a
blue/green color. Warm white lamps emit a pink color. Color corrective fluorescent
lamps are available (albeit at a price) in some types, but the newer compact
fluorescent style lamps are offered in limited color choices. Fluorescent lamps are
often used to back light graphics as they have low heat output. These fixtures are
inexpensive and are available in a wide variety of sizes and styles.

Xenon lamps are lower wattage lamps and usually available in low voltage styles
only. These lamps provide a whiter light output than halogen and throw less heat
than halogen. A typical application for this style of lamp is in a smaller recessed or
surface mounted light fixture.

Fixture Styles

Many styles of light fixtures are available for exhibit applications. Long arm or
stem lights are commonly used to project light onto exhibit areas and graphics.
Typically they mount onto the exhibit using a clamp or mounting device. Stem
lights are readily available in a variety of quality levels and in varying lengths.
They are also available in numerous length straight-arm, curved arm and flexible
arm styles. Arm lights are available as wall washing lights (to provide general
illumination in an area) or as spot lights (to focus light on a particular area).

Whether you are using a wall washer or a spot light, make sure that it, in
combination with its mounting mechanism, provides a wide range of adjustment to
provide the flexibility needed to direct the light where it is needed within your
exhibit setting.

Track lighting (and systems suspended by cables and rails) has gained wide
spread use in exhibits when used with connectors that plug into a power source at
the exhibit hall. A wide spectrum of track light styles is available providing
everything from general illumination to spot lighting effects. Make sure that you
select a track fixture head that adequately rotates once installed to provide you with
the flexibility that you need.

The Impact of Color

Perhaps the single best way to attract attention to an area of an exhibit is through
the use of colored lighting. Think of a recent trip to the theater. When you look up
at the large “can” projector lights, you see colored gels to deliver lighting effects
on stage. Well, the exhibit is your stage, so why not use some color to attract some
attention where you need it?

Industry statistics show that an exhibitor has approximately 7 seconds to attract

the attention of an attendee as he or she passes by a booth. This can be done
through unique design, captivating graphics, lighting, booth personnel and the
use of color. Why not combine the use of lighting and color to capture your next
customer’s attention?

Color effects can be achieved through the use of a colored lens or filter. This is
referred to as static color and the single color selected is what you get for a
constant effect. Other products incorporate the use of color wheels that operate on
a motor. Color wheels cycle through a pre-selected assortment of colors, delivering
changing color effects to an illuminated area.

This changing color creates visual illusions and captures the attention of the
attendee passing by.
Programmable colored lighting offers the most dynamic impact. Here, lighting
programs are stored and played to deliver the exact color demanded by an
exhibitor, projecting a program assured to attract anyone’s attention.

Remember, lighting has a significant impact on the outcome of your trade fairs.
Select a vendor that will work with your exhibit designs to deliver the impact that
you need to stand out in the crowd. Without quality lighting you will be left in the
dark as your potential customers pass by on the way to your competitors.

Accessorize Your Trade Fair Exhibit

Accessorize! Accessorize! Accessorize! Just as in fashion, accessories can make

or break your exhibit image. Fabric accessories can tie your entire trade fair exhibit
together; creating the image you want to project. Complement your portable
display system with a printed table cover or table skirt.

Follow these easy steps to create your professional accessories:

Step 1
Choose from several types of table covers including:
• Fitted Sets – One piece tailored unit, no clips needed
• Throw Cover – Versatile & available in standard and economy
• Table Skirt – Pleated skirt attaching with clips
• New Product – Adjust-2-Fit – Adjustable table throw cover to fit both an 8’ and
6’ table

Step 2
Choose the fabric color that best represents your statement. Colors can generate all
types of emotions or feelings.
Here are a few common color associations:
• Red – Excitement, safety, rescue, passion, hot
• Yellow – happy, sunny, visibility, cowardice
• Blue – Official business, trustworthy, philosophy, soothing
• Green – environmental, masculinity, freshness, healthy
• Purple – nobility, bravery, law
• Pink – femininity, childhood, fun, sweetness
• Brown – dullness, boring, fertile, strength, poverty
• Gold – money, wealth, luminosity
• Black – business, formal, adult, evil, death
• White – clean, pure, elegant, anti septic
• Silver – sleek, classy, modern
• Gray – humility, depression, strength, wisdom

Step 3
Now that you have chosen the perfect fabric accessory, here is the best way to
promote your company name:
• Maximize your image area to full capacity at 48” x 20”
• Keep your message/logo simple – too much type can look jumbled and difficult
to read
• Utilize the Pantone Matching Color System to create the perfect ink match

Trade Fair Promotions

Trade Show Promotion: Getting Media Coverage at Trade Shows

Trade shows can be a golden opportunity for your company to get media coverage.
You don’t have to be the biggest or the best company to get publicity, though that
doesn’t hurt. You do have to be topical, different, informative and available. Find a
way to emphasize any of those things, and your chances of grabbing coverage for
your trade show promotion will rise.

To begin your trade show promotion activities, you first need to identify the
relevant trade media that cover your industry. If you haven’t contacted them
before, this is a good opportunity to make the initial call or send a letter with some
background information about your company, your products, and what you’ll be
doing at the trade show. Because most trade publications have lead times ranging
from several weeks to up to six months, it is important for your trade show
promotion that you make contact as early as possible. Give other media, like daily
and weekly newspapers, at least several weeks notice.

One terrific trade show promotion tactic is to try to schedule a new product
introduction, update or other announcement to coincide with the trade show. If you
prepare a news release to distribute at the trade show, make it do double duty by
distributing it to your prospects too. If possible, coordinate your trade show
promotion and publicity efforts with the public relations efforts of the show’s
organizers. Find out if your company’s media materials can be included in a press
kit distributed by the show’s organizers.

Many shows are connected with trade publications, which usually print a pre-show
edition. Check on advertising opportunities in the trade show edition of the host
publication and make sure the editors know about any news you’ll be making at
the show. And don't forget to use your own resources for your trade show
promotion. Promote your booth on your Web site and consider banner ads for a
short time on the sponsoring organization’s Web site or online magazine. There
should be a press room onsite at the trade show where you can schedule a press
conference to make announcements. Other companies will stock the press room
with press kits. You should do the same.

Local or regional ties to the trade show can be another trade show promotion tactic,
and a great means to set your company apart from the competition. Did any of your
executives graduate from a local college or university? Did they grow up in the
area or have they worked there? A local angle is sometimes all it takes to get the
local media’s attention.

Weekly newspapers and business magazines are good trade show promotion media
targets. Even small newspapers have business reporters who could write about
your company. Larger papers have reporters who cover specific businesses,
industries or groups of industries. Find out who they are and contact them before
the trade show to let them know about your participation.

Your trade show promotion strategy might also target Internet publications; they
are another opportunity to spread the word about your company. Your trade show
contact, trade association or industry group might be able to help pinpoint online
publications that plan coverage of the trade show.

And don’t forget local television and radio, especially if you have a visually
interesting product or if you can tie it in to something topical. Your first contact
should be to the station’s news editors, who are generally in charge of making
assignments for reporters. Most television stations and many newspapers have
Web sites that tell you how to make contact.

Trade Show Promotion – using gimmicks to promote your booth at the trade
show

Each year millions of people attend corporate trade shows and exhibitions in
search of new products and services that will improve their personal and business
lives. Fierce competition forces companies both large and small to spend thousands
of dollars on displays and booths that will attract prospective clients. Incorporating
a magician into your trade show promotion is the perfect way to both draw and
maintain a crowd of visitors at your booth above all others.
When a company incorporates a little magic into their trade show promotion they
are including a subtle, understated form of promotion. While delegates are sure to
remember the illusions and hover around your booth to see what will occur next,
they are unlikely to realize the deeper impact that you are having on them as
consumers, After all – they are being entertained, not sold to, at this point.

When you contract a magician, not only can you ask them to perform eye catching
tricks and illusions to attract attention, but you can arrange with them to undertake
a customized program of activities that also incorporates information about your
products and services. This makes for a great trade show promotion. This kind of
customized presentation highlights the features and benefits of your product, and is
a clever way of incorporating what could be a boring multimedia presentation on
some booths, into an entertaining interactive activity at your booth.

A trade show magician can take the time to explain your company message and
display your product or service to a captive audience. They can take the time
because the visitors hovering around your booth will be enjoying themselves and
won’t be in a hurry to escape from you – unlike other booths with high pressure
sales pitches – your crowd will want to stay for as long as possible.

Trade Show Promotion: Generating PR for Your Trade Show Visit

A well-thought-out publicity approach to a trade show can yield thousands of

dollars in free advertising as print space or airtime. Plan your event with publicity
in mind, seek media sponsorships, create helpful media kits, make it easy for the
media to cover the event and brainstorm story ideas.

Successful publicity-driven companies start their PR planning weeks—and

sometimes even months—in advance. Part of this planning involves establishing
relationships with the media that cover trade shows. Sending private invitations to
your booth can sometimes set you apart from the other exhibitors. Usually all trade
shows have media staff or a PR contact. An important element of your PR planning
should be to find out from them who'll be covering what. Ask them for specific
names and find out which print media, broadcast media or online sites they
represent.

It's also good to search out any story angles the trade show PR staff might be
pitching. This shows a good sense of cooperation on your part and saves you the
embarrassment of potentially pitching a similar story angle. If one of their angles is
compatible with your company, product or service, you can hitchhike on their PR
efforts. Contributing newsworthy information works with them as well as other
media.

Without question, you must prepare a press release to announce your exhibit. Once
again, a newsworthy angle is all editors think about here. You must be different
and unique. You must give editors and producers specific reasons why they should
visit you over all the other hundreds of exhibitors. Maybe you have a new product
to announce, a new member of the management team to introduce or a position that
you are taking on an industry issue. These are all newsworthy topics that have a
good chance of getting media attention.

Another release idea is announcing that a particular expert from the company will
be available for media interviews. Say something like, "Mr. Jones will be available
from 2 to 4 p.m. on the first day of the show to explain the methodology used in
his research. A FAQ sheet will be available for select media as well as a press kit
containing all bio and company information." This indicates to the media that you
are well prepared, have selected them out and are ready to help contribute to their
publication or broadcast.

Pre- Trade Show Promotion

Promote, Promote, Promote! Take control! Don’t leave your success to chance. A
profitable exhibition experience depends on the trade show promotion you do
before the trade show to assure your clients and prospects come to you.

The first step in your trade show promotion is to identify the audience you want to
reach, and then bring them to your trade show exhibit. Develop a focused and
creative approach to attracting attendees. Statistics prove attendees come to an
exhibition with a set agenda of trade show exhibits to visit. Your pre- trade show
promotion activity can get you on that list. Exposition attendees respond to
invitations offering compelling reasons why they should visit a particular trade
show exhibit. The invitation can be in many forms, direct mail, telemarketing,
advertising trade show promotion, just as long as it provides meaningful
information (a little creativity helps, too).

Here are some ideas on how to get your invitation out to your target audience:

• Advertise in trade journals;

• Advertise in the advance show program;
 • Add a tag line to all your advertising with the trade show name and your
trade show booth number;
• Issue press releases announcing new products and services, key people
attending the trade show, and special trade show promotions;
• Hire a celebrity to be at your trade show booth and promote, promote,
promote;
• Provide complimentary registration forms to your clients and prospects;
• Mail “personal” invitations two weeks before the trade show and include
VIP cards for access to your hospitality suite or lounge;
• Change your postage meter to announce the trade show;
• Mail out cards redeemable for a gift in the trade show exhibit;
• Put stickers promoting the trade show on all company correspondence,
including faxes;

Make telephone calls to your key prospects just prior to the trade show.

Pre-show promotion should be a planned campaign rather than a last minute

thought. A relatively inexpensive part of your budget, pre-show promotions almost
always bring qualified buyers to your booth. Ideas for promoting your presence at
a show should be considered just like new product introduction or special event
pricing.

Some ideas include:

• Personal invitations from sales force
• Special advertising in newspapers or industry publications
• Direct mail to pre-registered attendees and client base
• Telemarketing
• Billboards
• Press releases to trade and local media
• Tag lines on all outgoing faxes and emails
• Enticement on web pages and emails
• On-hold phone messaging

At-Show Promotions

Once at the show, attendees are inundated with gimmicks – from literature
bombardment to useless, cheap giveaways. Remember, the idea is to get people
into your booth space – to cross that invisible line – where they can become a
potential client, not merely an attendee. How do you do that successfully?
The best activities are those that attract people you want, and no others.
Games, presentations, giveaways and entertainment that attract too broad an
audience clutter up your booth space with non-buyers and make it harder to satisfy
your objectives and goals.

Create an activity that makes sense for your prospects and promote it ahead of
time, via show package inserts, fax, email, or invitation only. Let them know what
the “game” is and what they must do to qualify to win. If it’s a drawing, make
them work for it.

Have them answer three simple questions about your product to be eligible.
Moreover, have them fill out a brief questionnaire about their needs before they
can qualify to “win the prize”. Whether it is a raffle, a drawing, or a giveaway,
make sure the information you gather will allow you to leave with a qualified lead.

Too often, companies over estimate the effectiveness of literature. Show visitors
have been trained to expect literature, and the truth is that most of it ends up in the
trashcan. Therefore, what you do hand out should be your less expensive pieces, or
pieces made specifically for the show. Whatever you hand out, do so personally,
within your booth, in exchange for a business card. It is ok to keep a few pieces on
a shelf toward the back of your booth, but putting a big stack out front makes it too
easy for anyone to grab and run, and you lose that contact. Better yet, get the
prospect’s information so you can follow-up with literature after the show.

Eight Rules for Giveaways

Handled poorly, giveaways can over attract, drawing crowds too large to give
staffers time for meaningful interaction or lead collection. But when premiums are
integrated into the entire show strategy, they can reinforce a message, recognize a
visitor for stopping at the booth, communicate a specific message, or reward a
prospect for participating in a demonstration.

Here are some guidelines for selecting effective giveaways:

1. Concept first; catalogs second. Understand why you are using a giveaway and
what you expect in return before you buy. Rather than perusing the ad specialty
catalogs for “nifty” giveaways and premiums, an exhibitor should first ask, “What
are we trying to accomplish at this trade fair?
Can a giveaway or premium help improve the communication of our message?”
2. Make the prize specific to your business. Personalizing the giveaway with your
business name, address, and phone number, or selecting an item that only your
company can provide, such as one of your own products, can accomplish this step.
3. Be selective; avoid being hit-and-run. Don’t just hand out giveaways when the
mood strikes you. Follow a plan of action. Who do you want to receive the
premium? What must they do to get it – fill out a lead card? See a demonstration?
Talk to a sales representative? Get something for your money!
4. Keep the ad specialties out of sight. Otherwise, curious hands may grab them
before you have a chance to engage and qualify the taker.
5. An effective giveaway has high-perceived value. That doesn’t mean it has to be
expensive. It just has to be perceived as valuable by your attendees.
6. Useful gifts are retained. Useless gifts are given to someone else. You want a
gift that recipients hang on to, so it keeps reminding them of your company.
7. Unique is better than expensive. Find an attractive giveaway that no one else is
offering and you’ll gain more attendee interest. Again, the trick is to find a creative
giveaway that your show audience will value.
8. On the desk is better than in the desk. It will provide a continuous reminder of
you, the exhibitor.

Choosing a Carrier

Now that you have taken careful consideration planning your accommodations and
travel, what about your exhibit? It is, after all, the most important selling tool you
have to offer for this show. Have you given much consideration to the safe
transportation of your exhibit? While transport may not be a major portion of
your budget, it is crucial that you choose the best method for your exhibit. If you
are not handling your exhibit personally, you will need to choose a competent
transporting company that understands the trade fair business.

Some carriers have a specialized exhibit and trade fair department with a satellite
tracking and communication system that can give you real-time progress 24 hours
a day via the Internet. It is very important that drivers know how to deck, pad
wraps and safely secure your load. Check to see if the carrier has air-ride
suspension. This helps to cushion and reduce the vibration of fragile equipment.
When transporting your exhibit, you usually have three destination choices: your
hotel (if it will accept exhibit materials – some don’t), your show booth (on the day
of setup), or to the show manager’s advance warehouse.

It’s usually better to transport to the advance warehouse to avoid the at-show rush,
and your materials will probably arrive at you booth earlier on setup day.
Transporting to your booth on setup day usually means that yours will be one of
the last to hit the loading dock, leaving you with less time for setup.

Remember, the later you transport, the more you will pay for speed, convenience,
and certainty. By setting up accounts with your preferred transporting company,
you can arrange for both outgoing and return transportation with your local at the
same time.

Consult you show manual for times when your exhibit must be off the floor.
This way, you can simply schedule dismantle services and a time slot for your
carrier to pick up. You can also elect to arrange return transporting through the
show management. Their official transporters will take your materials off the floor
and ship to your return address (or put in temporary storage if you prefer). This
will happen by default if your transporters fail to show up on time.

Setup and Dismantle Help

Someone who knows your exhibit structure intimately should be on site to answer
questions and give guidance. Make sure you have detailed drawings, plans, and
setup and dismantle instructions, and photographs of the finished exhibit.

Tips for Success

Booth Appearance
1. Booth layout is critical. Never have objects between you and your customer, as
this presents a “barricade.” Instead, place tables off to the side and always keep an
open entry. This looks more inviting.
2. Think of your booth as a billboard. You have three seconds at 70 mph to
attract that attendee!
3. Avoid stacking brochures on counters. Display only one or two copies
instead. Doing this creates more of an opportunity for a request from the visitor,
which paves the way for conversation.
4. Avoid stacking giveaways on tables. This only attracts bag-stuffers. When you
display only one giveaway, you create interest while reducing the “grab-and-run”
effect.
5. Neat. Neat. Neat. Keep your booth neat, clean, organized, and clutter free.

Personal Appearance
1. Wear appropriate clothes. You should always dress to create a good first
impression. Be clean, neat, and well pressed. Different geographical areas have
different “acceptance” codes. For example, he East Coast is more formal than the
West Coast. Midwest and Gulf Coast audiences are more relaxed, where open neck
sport shirts, sports jackets and slacks are appropriate. As with the East Coast, some
professions, such as medical, banking, and business executives, is more responsive
to the “power suit” image.
2. Wear comfortable shoes! At a trade fair, your feet are your friends, and
comfortable shoes are mandatory. Never wear new shoes! Also make sure your
shoes are appropriate for the way you are dressed (ex: recreational shoes are not
appropriate for an indoor show, but may be fine for a boat show).
3. Be polished. Neat hair, clean fingernails, minimal jewelry and minimal makeup
are a must.

“Boothmanship” and Manners

1. Always wear your badge on your right side. This makes it easier to read
during the introduction and shaking hands.
2. Introduce yourself by full name and company. Don’t assume they read your
badge.
3. Treat business cards with respect. When someone gives you a business card,
look at it! Grabbing the card and stuffing it in your pocket or in the “drawing box”
is considered rude and disrespectful. Use the person’s name in conversation and
when thanking them for stopping by. When they have left your booth, write
something memorable on the back of the card to help you recall your conversation
with them. Something personal, their needs, or a passing comment you can later
refer to in follow-up makes a great impression.
4. Stop talking and listen. It is impossible to uncover your visitor’s needs if you
are doing all the talking. They stopped in for a reason. Find out what it is.
5. Stand up straight. Always look honored that they have chosen to stop by your
booth.
6. Make eye contact. This shows that you are focused on them and not your
surroundings.
7. Keep your arms unfolded and hands out of your pockets.
Crossing your arms makes you look like an unapproachable palace guard. Your
hands should be used for introductions and emphasis rather than tinkering with
your keys.
8. Avoid asking, “May I help you?” The most common response to this question
is “No, I’m just looking.” And you’ve lost a prospect.
9. Never use your cell phone in the booth. Step away from your space if you
need to make a call.
10. Never smoke, eat, drink, or chew gum. It looks unprofessional.
11. Be aware of how your breath smells. It sounds trite, but avoid those smelly
foods that cling to your breath and clothes. This includes alcohol consumption the
night before. Keep breath mints on hand and use them discreetly.
12. Don’t be caught sitting down in your booth.
This makes the prospect feel he is an annoyance.
13. Don’t over engage in conversation with your booth mates. This gives the
impression you are too busy to be bothered.
14. Smile and be pleasant. This one never gets old to the show attendees.

Save the Day: What to include in your Tool Kit

Since it is hard to imagine just what you may need at a show for repairs and other
happenings, we’ve made it easy by putting together this show survival tool kit.

Here’s what to include:

• Scissors
• Utility knife
• Packing tape
• Hook and loop tape
• Staple gun
• Tape measure
• Duct tape
• Extra light bulbs
• Flashlight
• Extra batteries
• Extension cords
• Permanent markers
• Address labels with your company name
• Screw drivers – regular and Phillips head
• Small pliers
• Basic first aid kit
• Disposable camera

Show information materials to have on hand include:

• Exhibitor manual, contracts, correspondence, and completed forms
• Return shipping labels, bills of lading
• Contact names and phone numbers
• Tickets, hotel and car rental confirmation numbers
• Extra set of assembly instructions
• Crate Manifest-a list of what is in each crate and number of crates
• Checks and credit cards
• Handouts and giveaways
• Business cards
• Brochures
• Pens
Now you’re ready! All of your planning will now come together for a successful
show. Stay calm! Work hard! Have fun!

Service after the Show

The show is over, the exhibit long packed up and sent on its way and you’re back
at the office for a review of just how the show went. Did you meet your
company’s show objectives? Did you receive the return on your show investment
that you projected?

Of the many things that happen after the show, the two most important are order
fulfillment and lead follow-up. A good rule to follow is the “48-10-30 Rule”.
Follow up with the customer within 48 hours after the initial contact via email,
fax, phone, etc. Make sure that you actually talk with that contact within 10 days
to “investigate” any opportunities that may be left hanging.

This is also a good time to bring up something personal that you learned about that
person at the show. “Did you enjoy your vacation to the Bahamas after the show?”
“Did you ever recover your lost luggage?” These types of questions show that you
took a personal interest in that person. Impressive! A third contact should be made
within 30 days. Remember, most successful sales efforts face five “No’s” before
getting first “Maybe.”

Review and Evaluate

A quick debriefing at the close of the show should help bring to light what worked
and what didn’t work during your show, thus, enabling you to focus in on the
show’s successes and adjust your plan for future shows.

Some key items of discussion may include:

• Were the number of leads / orders received in-line with our expectations?
• Did we meet and attract our target audience?
• Did our booth presence position us as a leader in our industry?
• Was there enough literature, product, demos, giveaways, etc. on-hand?
• Did our exhibit portray the image we wanted?
• Was our corporate message clear to those attending?
• What did we learn about our target audience as well as our competition?
• What worked at the show? What did not?
• Are there areas where we could improve?
• Was there something we saw that might work for our company?
• Did we have sufficient staff to man the booth?
• Was the return on investment in-line with corporate goals?
• What could we have done differently to make our show a bigger success?

Don’t just discuss these items. Write down the comments and suggestions and then
distribute them to your marketing / sales staff with an action plan scheduled for
implementation for your next show. Track the outcome of any changes or new
items incorporated and make those successful ones a part of your standard show
procedure.

Follow up immediately

There’s an old saying “an old lead in a desk drawer in not a dead lead, it’s a fire
hazard.” The key to measuring success from your trade fair is to follow up
immediately on your sales and leads from the show. When it comes to lead
follow-up there are two ways to do it: do it right and do it now!

Many companies already have in place a procedure to follow up on their show

leads. Some send the leads back to the home or district office each day after the
show (electronically or hard copy via carrier) to help expedite the process. Others
gather the leads at the end of the show, carry them back and sort and distribute
accordingly. Remember, your competition may be following-up on the same lead
and thus it’s imperative that the reaction time is as fast as it can be.

Some helpful hints regarding lead and order follow-up:

Prospects:
• Track the total number of leads you received.
• Make sure that leads on forms or business cards contain notes and information
that will be helpful in following up.
• Distribute leads immediately to your sales or marketing force.
• Before you give a lead to a sales rep, make them agree to give you an update on
the lead after 30, 90 and 180 days- then hold them to it.
• Follow up with literature, letter and phone call.
• Always make sure to tell the prospect or client “Thank You” for visiting your
booth, taking time with you, and for allowing the follow-up.
• Make sure to let your prospect know who their contact person in your
organization is, as well as your nearest location to them.
• Personalize your follow-up; penetrate the account getting all potential contacts
within.
• Make sure your staff is well versed in your products / services so they are
prepared to answer any prospect questions.
• Establish the prospects’ needs and time frame.

Clients:
• Contact them immediately after the show.
• Thank them for visiting your booth and spending time with you on the show
floor.
• Address any request (literature, new product information, etc.) at once.
• Follow-through: acknowledge and confirm all orders placed with special
attention to deadlines.
• Make sure your client is up-do-date on all new company offerings and products.
• Check all internal customer changes that might impact future business.
• Check to see if there were any new items of interest to the client; target these
areas for potential new sales.
• Confirm who is involved in the buying decision process.
• Ask how your company can expand its supply partner relationship with the client.
• Look for and take action on all potential opportunities.
• Ask your client for referrals, a great lead source for you.

The key to every successful show extends beyond the exhibit hall and trade
fair floor. All of the pre-show promotion hype and show floor activity is worthless
if there is not an aggressive, effective post-show follow-up procedure. Remember,
when you set up your booth at the next venue and find that fishbowl full of leads
from the last trade fair, you’ve effectively wasted time, efforts and resources on
leads that were never followed up on. Did your competition do the same?

Trade shows represent a powerful opportunity to enhance brand and product

visibility, promote new and existing products, generate leads and drive sales.

In addition, show participation enables you to learn about industry trends, gain
competitor insights, make key industry contacts, and further solidify relationships
with current customers.

The articles, tools, and resources provided on this site will give you the depth of
information you need to successfully leverage all aspects of your event to enhance
awareness, capture new business, and advance current customer relationships. You
will learn how to:

• Establish meaningful goals, masterfully plan your strategy, and measure

your return on investment
• Implement powerful, memorable marketing initiatives before, during, and
after the event
• Choose the best type of exhibit display booth that meets your promotional
needs and budgetary requirements
• Effectively utilize display accessories, banners, graphics, lighting, design,
and materials to heighten visibility and drive sales
• Select giveaways and promotions that complement your company image and
message
• Ensure those working the show are well trained to fully represent your
company, generate leads, and secure sales

While every organization has different goals and objectives for participation, you
will read and learn about best demonstrated practices across the trade show
spectrum that you can readily apply based on your definition of success.

Hurdles of Trade Fair

Trade fairs are complicated. There are many obstacles that every show must
overcome, that every exhibitor must face, and every attendee must hurdle.

Exhibitor Hurdle #1
Upper management doesn’t know or doesn’t care!
Historically, people have approached trade fairs in the as necessary evils, an
expensive habit. If we don’t exhibit, our absence will speak louder than our
presence is the battle cry. But this is really a head-in-the-sand attitude. The fact is,
85% of repeat attendees actually recommend purchases in their company, are the
final decision-maker, or are a heavy influencer in selecting specific suppliers for
their companies. These facts alone should open the eyes of any senior manager to
opportunity.

Exhibitor Hurdle #2
Exhibit staffers aren’t educated on how to work a trade fair. It makes perfect and
logical sense to look for qualified prospects. Unfortunately, most of us have grown
up in the “traffic is king” mentality regarding trade fair success. If they come into
our booth and act interested, then they must be a prospect! By educating staffers on
how to cull out those top quality leads, or at the very least, solid inquirers,
exhibitors can really push their success level up.

Exhibitor Hurdle #3
Lack of communication and coordination between all departments affect the trade
fairs.
No corporation is alike. Some put a salesperson in charge of trade fairs. Some put a
marketing person in charge. Others put somebody from the corporate
communications department in charge. But then that department communicates
with a one-way monologue, telling the other departments what to do and expect. A
well-run exhibits department involves everybody in the planning and
implementation process from the very beginning.

Exhibitor Hurdle #4
Corporate management doesn’t hold salespeople responsible for following up on
leads. Salespeople simply get away with poor follow-up because there aren’t any
consequences for failing to do so.

Exhibitor Hurdle #5
Corporations confuse busyness with effectiveness. There are leads and there are
leads. According to every study we’ve all read, we’ve got 86% of exhibitors
looking to generate leads at a trade fair. Yet the vast majority doesn’t know exactly
how many leads they’re looking for! Instead, they design their booth and trade fair
strategy to attract anybody who can fog a mirror. (Hey, I gave away 5,000 fuzzy
birds. It must have been a successful show!) Frustratingly, year after year,
corporations continue to approach trade fairs the same way. Is it any wonder that
the vast majority of corporations tend to look at trade fairs as expensive exercises
in futility?

Exhibitor Hurdle #6
Trade fairs aren’t just a single marketing tool; they’re a potential combination of
every marketing tool. An exhibitor can use direct mail, telemarketing, trade ads,
billboards, the World Wide Web, face-to-face, and every other marketing tool
known to man to help promote their existence at your show. Yet, how many of
your exhibitors understand this, let alone are capable of coordinating such an
effort?

Exhibitor Hurdle #7
Exhibitor managers are forced to learn on their own.
Over 80% of exhibitors say that nobody taught them how to prepare for and work a
trade fair when they first started. They all learned by watching the other exhibitors.
This develops an “expertise” that is based on conformity.

Getting the most out of your trade show experience is one of the biggest hurdles in
business. How do you do it effectively? Use a little motion!

Here are thoughts on selling at Trade fairs:

You don't have to shell out big bucks for a huge exhibit (we needed a big display
area to accommodate our makeshift shooting range) or expensive gimmicks (the
gunslinger for hire didn't work for peanuts). Virtually any physical motion ... even
motion on a TV or computer screen ... will draw a crowd like moths to an open
flame.

If you don't believe me, here's a cheap idea you can try at your next trade
show...

On the table in front of your booth, where you keep product samples and sales
brochures, place a large goldfish bowl. Fill it with water and put in a big goldfish
or two. Add a small pump with an aerator to create some noise and bubbles. I
guarantee people will slow down and stop - much more so than normal.

If you can, tie this gimmick to your product. For example, company selling
window treatments could say, "Stop feeling like you're living in a goldfish bowl
when neighbors look through your windows." But it isn't necessary. Even if it's
unrelated to your offer, motion, interactivity, and animation can get people to wake
up and take notice. Think about it. When you are in a mall or on a busy street and
you come across an electronics store with a TV in the window, people are always
standing there watching it in fascination - as if they'd never seen one before. A
similar ploy works with pet stores that display puppies in their window.

A family gets sucked into the store, where the kids desperately try to convince
Mom and Dad to buy one of the little critters. Mom and Dad
are resistant, even stoic, at first ... try to maintain an icy resolve to discourage the
purchase. But the clerk is smart. He brings out one of the pups (the one the kids are
melting over) for them to play with.

Within minutes, every member of the family is petting and talking to the puppy in
soothing tones ... and the clerk is smiling, knowing he's closed another sale.
The dog is ultimately sold not because of its breed ... or its papers ... or the price ...
or the guarantee ... or the reputation of the breeder. What gets the cash register to
ring is getting the customers to feel the puppy's warm, soft fur ... and watch him
bounce around playfully, so happy to be getting attention from them.

No matter what product or service you are selling, you can probably find an
opportunity to work movement or interaction into your sales presentation.
EVENT MANAGEMENT PRINCIPLES AND METHODS
BSCMCAJ -501 (2006) 5TH Semester
Time: 3 Hours Max Marks:75
Note: Part A: Attempt each of the following in 40-60 words. All questions are compulsory and
carry two marks each. Part B: Attempt any nine of the following in detail. All Questions carry
five marks each.
Part B
1.
i. State the importance of exhibitions.
ii Give the objectives of an exhibition.
iii What is meant by direct contact?
iv Explain exhibitions as a tool of PR?
v How can press promote an event?
vi State some of the publicity inputs for promoting an event?
vii What is the meant by display material in an exhibition?
viii Why are trade fairs conducted?
ix What is meant by Stand Design in an exhibition?
x Cite the methods to ensure cost effectiveness of managing an event.
xi Name the various promotional materials used to publicize an event.
xii What kind of print material can be used for managing an event?
xiii Discuss the need of event management.
xiv Enumerate the steps involved in designing the material for display in an
exhibition.
xv What visual aids can be used for promoting an event?

Part B
2. What is the role of event management in organizations? Discuss the importance of
exhibition.
3. How is an exhibition advantageous over other devices of promotion or event
management?
4. What is the importance of direct contact?
5. What are the ways to choose right exhibition? How is it decided about participation?
6. Discuss the concept of neutral territory.
7. Write a note on role of press in promoting an event.
8. Describe the publicity inputs or visual aids in promoting an event.
9. What factors are kept in mind while forming the stand design? Explain the various
steps involved.
10. What are the uses and abuses of trade fairs?
11. What are the methods and importance of gauging cost effectiveness of managing an
event.
12. Describe the steps that go into developing publicity and promotional material for an
event.
13. Why do exhibitions sell? What are the types of display material used?