How to Handle the Paperwork for a Trade Show Exhibit

You have a new product to launch and have decided that a trade show exhibit is an effective marketing strategy for this product. You have taken the time to set goals and have a plan in place to achieve those goals.  You even set aside promotional clocks to help you achieve your goals. but are you prepared for all the paperwork that comes with appearing at a trade show? Once you have submitted your exhibitor registration application you should be prepared for the paperwork that will soon follow.

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You can expect to receive a substantial information package from the event sponsor as soon as your registration has been processed. This packet will contain forms that must be completed, information about your booth space, and guidelines about the event. It is important that you carefully review all information contained in this package; there are deadlines for returning completed forms and other information and missing these deadlines can cost money.

Make sure you have been given the booth location you requested on your registration form; if not, contact the event sponsor immediately. Take note of power access, lighting and plumbing to make sure you have everything you need for your exhibit.   Remember to pick up your promotional desk clocks to have them ready for the event.  There may be forms to be completed to request certain conference services, equipment rentals and cleaning services. Be aware of any conference rules and regulations that may impact your promotional plan; for example, some trade shows do not allow food or drink on the conference floor and if you are planning on using a customized popcorn machine in your booth you will need to think of another plan.

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The information packet will include information on hotels, restaurants and shopping areas close to the trade show venue; it also may contain a list of hotels and motels in the area that are giving special rates to trade show exhibitors. Booking accommodations for your staff at a smaller hotel or motel away from the convention center may save some money. Being aware of shopping areas nearby will come in handy if you need to make any last minute purchases; it’s always nice to know where WalMart is.

There is a lot of planning that goes into a trade show appearance and this paperwork is an important step that should not be overlooked. Paying attention to deadlines and returning the forms promptly can save you money and time at the trade show. The information contained in the packet will also alleviate headaches by allowing you to know what to expect and be prepared when you reach the exhibit floor.

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