Trade-Fair Preparation Kit

Get the floor plan PDF. Aim for corner / aisle / near food court for foot traffic.

Some countries need 6-8 weeks. Use the official trade-fair invitation letter to accelerate.

Examples: 50 qualified leads, 5 distributor meetings, 1 signed LOI. Goals you cannot measure do not count.

Booth + travel + freight + collateral + giveaways + after-event. Use the budget worksheet below.

Book hotels within 15 min of venue. Trade-fair weeks are the most expensive — earlier = cheaper.

Carpet, counter, lighting, hanging banner. Local printers in show city are usually cheaper than shipping.

PDF, printed, and QR-linked. Include HS code, origin, certifications, MOQ, lead time.

Sea freight + customs clearance for samples takes 4-6 weeks. Mark 'EXHIBITION SAMPLES — NO COMMERCIAL VALUE'.

Email + LinkedIn + WhatsApp: 'We will be at booth X — book a 30-min slot here'. Use Calendly or similar.

/event-name with booth #, dates, and meeting-booking link. Helps SEO before the show.

Reusable items beat throwaway pens. Tote bags with your logo extend booth visibility around the hall.

Greeter, qualifier, closer, photographer. Brief everyone on the 3 goals and the elevator pitch.

Bring 5x what you think you'll need. Cards run out on day 1. Use the lead sheet structure below.

Every lead gets the event tag + priority + next-step + owner. Otherwise leads die in inboxes.

Organizer fees for these on-site are 3-5x the pre-order rate. Order now.

Pitch: who you are, what you sell, who you sell to, why you're better. Qualifier: country, volume, certification, timing, decision-maker.

Tape, scissors, extension cords, mints, water, chargers, paracetamol, comfortable shoes, backup business cards.

Email the day before with booth #, your photo, and the exact slot. No-shows drop ~40%.

Badge scanner + CRM sync + thank-you email + sample request handling. Find the breakage before day 1.

Review every lead, score hot/warm/cold, set next step. Hot leads get a personal email same evening.

Photos of the booth, meetings (with permission), product close-ups. Builds presence with people not at the show.

Reference your conversation, attach datasheet/quote, propose specific next step + date.

Email 1: thanks + datasheet. Email 2: case study. Email 3: limited-time offer for fair attendees.

Leads × close-rate × avg-deal-size vs total cost. Decide if you'll book the show next year before booth-rebooking deadline.