HOW TO HAVE A SUCCESSFUL FAIR - CHECKLIST FOR

HOW TO HAVE A
SUCCESSFUL FAIR CHECKLIST
FOR EXHIBITORS
H
ow is it that some exhibitors come home from the fair with a lot of new leads, while others have just a
few? The economy plays a part - but it’s not the whole story. With over 50 years’ experience of fairs
behind us, we can see that the most successful exhibitors are those who have planned, focused and
worked on their fair participation. Success rarely comes by chance. We have therefore produced this checklist, which we hope will help you prepare and carry out your participation at the fair in the best possible way.
But keep an eye out, as further tips and information will be presented in upcoming newsletters and on the
website. Good luck!
NOW!
Plan your participation at the fair
Start by setting a goal for the fair and establishing what message you want to convey. Are you launching a new product?
Do you want to reach new industries? Or profile your brand?
Consider, discuss and put your goal in writing. What you decide
should then show in everything you do related to the fair, from
invitations to follow-up work.
December – January
Plan and design your stand
A good stand is inviting and attractive to visitors. It should
inspire confidence and create interest.
If you do not have the time or resources for this, turn to an
expert. Elmia Stand Design can design, draw and build your
stand and make sure you have all the necessary technical
equipment and other essentials.
We have gathered all necessary information on our website
under For exhibitors, Plan your participation.
December – April
Let everyone know you are exhibiting
possible come to your particular stand! This is easy with the Elmia Invitation Tool, which enables you to order free Entry Cards
and download a unique code which gives your customers free
admission to the fair.
January – April
Plan activities at your stand
Activities at your stand attract visitors and build curiosity. This
could be anything from serving excellent espressos to organising lectures and competitions. Think about activities that suit
your goal and the message you want to convey. Inform your
customers in advance!
Make sure visitors come to your particular stand!
February 27
Provide details for the fair catalogue
The fair catalogue is used frequently by visitors as they look
for new suppliers and interesting exhibitors. Complete your
company presentation and product register carefully – and on
time – to make sure the right people see you. Completing the
product register is essential if visitors are to find your company
in the free-of charge online matching.
The marketing for Elmia Polymer is already up and running
with ads and newsletters to potential visitors. Together we can
attract the right visitors to make your participation a success.
Use the the fairs logo in your ads, putting our banner on your
website, e-mails, and other communication to let everyone
know you are exhibiting.
Book and order the stand construction and technical orders in time!
January – March
Book advertising exposure
March
Prepare your Leads list
Tell people that you’re exhibiting and make sure you are seen.
Plan and book the exposure that will benefit your company.
For example there are opportunities to have banners on the fair
website, advertisements in the fair catalogue and at strategically
important places in the exhibition area itself. However, bear in
mind that the best spaces go first. Spaces are allocated on a
first come, first served basis.
Lay the foundation for efficiently managing the contacts you
make at the fair using Elmia's free online leads management
system Leads. By logging into Leads you can view your preregistered visitors, view the result from the online matchning,
download contact details for the visitors you register at your
stand, and simplify follow-up after the fair. Customise the system
for the registration in the stand to get maximum results.
January – March
Invite new and existing customers to your
stand
March – April
Highlight your news to attract press and
visitors
Don’t let chance determine who you meet at your stand. Invite
the companies you want to meet, and make sure as many as
Visitors and journalists alike are interested in new products and
services presented at the fair. Log in using your web login to
March 19
Deadline for stand construction and
technical orders
TIPS
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NOW!
Plan your participation at
the fair
Now!
Book your hotel
December – January
Plan and design your stand
publish your press material on our website.
Press material should be short, concise and preferable
include a picture. Printed press material can also be handed in
at the Press center.
March – April
Pep talk with personnel
One important part of the preparations is to establish your
goals among personnel, to make sure they are motivated and
‘on their toes’. Bring your personnel together and have a joint
run-through before the fair, during which you muster your forces
and create a positive attitude – and make sure that everyone
knows what the goals are and what needs to be done to
achieve them.
April 21 – 24
Fair
It’s show time! Be proactive and outgoing with people – and
listen to them. After any conversation, keep a record of what
you have agreed and what you need to do next.
Also remember to have fun!
April – May
Follow-up and evaluation
After the fair, it is easy to prioritise all those things that have
been left unattended while you’ve been away from the office.
But don’t forget your new leads and the promises you made at
the fair. Follow up your contacts, send off the quotations you
have promised, and so on. Use your web login to access all
the contact information of visitors that you collected before and
during the fair.
It is also useful to carry out an evaluation of the fair. What
worked well and what could be better?
December – April
Let everyone know you are
exhibiting
January – March
Book advertising exposure
January – March
Invite new and existing
customers to your stand
January – April
Plan activities at your stand
February 27
Provide details for the
fair catalogue
March 19
Deadline for stand
construction and technical
orders
March
Prepare your Leads list
March – April
Highlight your news
March – April
Pep talk with personnel
April 21– 24
Fair
Read more on our website elmia.se/en/polymer.
Go to ‘For exhibitors’, and log into My Pages using
your exhibitor login details. Here you will find the
Exhibitor Guide and Technical Guide under the
header ‘Plan your participation’. All orders are
made via the website.
April – May
Follow-up and evaluation
Contact us at Elmia Polymer
Stand Design
Eva Alexandersson
Tel +46 36 15 22 73
Johanna Bjurevik
Tel +46 36 15 22 24
Nina Wilson
Tel +46 36 15 22 75
Jenny Arvidsson
Tel +46 36 15 22 23
[email protected]
Hotel bookings
Jönköpings Hotell- och
konferensbokning
[email protected]
Tel +46 36 10 71 71
Project Management
Lina Kåvestam
[email protected]
Tel +46 36 15 22 03
uction Cards,
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Entry C
air Catalogue
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Parkin
Siv Karlsson
elmia.se
siv.karlsson@
2 06
Tel +46 36 15 2
Internet: www.elmia.se/polymer
Sales
Jörgen Andersson
[email protected]
Tel +46 36 15 22 84