In our last blog we talked about Tradeshow Planning and what exhibitors need to think about to make their booth more attractive to attendees. Today we are going to address the needs of the show organizers, those that work behind the scenes for months and months to organize locations, vendors, education sessions, market to attendees, oversee early registration or ticket sales, and make sure both the tradeshow exhibitors and the convention attendees expectations are exceeded.
Once the location and dates have been set, it’s time to focus on filling up those booth spaces with exhibitors. Using a “bulky” direct mail piece draws attention and implores the recipient to open it. Use the card as either a “save the date” or to give a sense of urgency to reserve their booth space. You can even add timeline countdown for the show (early registration discount, registration closes, booth set-up days/times, etc).
A variety of items are available to make your mailer bulky- contact us for details
Now that the booths are filled, let’s look at the swag you will need to identify both convention vendors and attendees. The number one choice is lanyards, which come in a large variety of materials and colors, including eco friendly styles. To make it easy to differentiate between vendors and attendees on the show floor, designate a color for each (i.e. those working exhibitor booths get a blue lanyard with orange imprint and attendees receive an orange lanyard with blue logo). Another way to quickly distinguish is use name badge holder with a color strip at the bottom or with a pre-printed title bar.
Having tote bags available at the doors to the trade show gives attendees the ability to carry more information from exhibitors and keep their hands free. Choices include plastic, non-woven (grocery totes), canvas, recycled and more.
It’s also important that your staff look professional as well as be easily recognizable to answer questions or offer assistance. Having your staff dress in coordinating apparel is easy with the wide variety of choices available. Polos cut for men and women in complimentary styles is a popular choice, while blazers, cardigans or woven shirts can give an even more professional look. Another popular approach is to use custom ties and scarves (A customer was exhibiting at a major industry trade show so they used a few versions of the logo and did different ties for each day of the show).
Now that the attendees have gone home, the exhibitors have packed up and your staff is thoroughly exhausted, think about a thank you gifts for all the vendors. It could be a food gift to be shared, something related to travel, or a cool tech gift like we wrote about here. Imprinted with the dates of next year’s show, of course.
At Barefoot Promotions Your Swag Connection we will help make your tradeshow and event planning and execution easier. Call or email us for ideas, quotes or additional information.