How to organize your first Trade Fair: Basics for Beginners

You want to organize your first trade exhibition, but where do you begin?

Begin by holding a brainstorming session to develop a marketing plan outline that includes questions like what is the goal of the trade show, who is your target audience and who are your target exhibitors, and where would you like your trade show to be held.

These fundamentals will lay the groundwork for you to start planning your trade show and a successful trade show at that.

Once you’ve laid that foundation, which may be as essential as a Word document, use the following recommendations to help you plan out your planning process so you don’t overlook any necessary details.

1. Allow yourself a year to prepare for the occasion

You’ll need time to think about the subject of your event, the number of people that will attend, your budget, gather sponsors, vendors, and entertainment, as well as reserve a venue. So, if you’re planning an event, the first rule is to take your time.

2. Research

Inquire about the types of events that your clients attend. Talk to your coworkers, professional groups (in your field), and event sponsors for inspiration. Request information from event sponsors about previous events, such as the number of attendance and vendor participation.

3. Go to the internet

Trade show directories, local chambers of commerce, and professional organizations are excellent places to start. You’ll have a better sense of the subject and sort of event after you’ve done your research.

4. Choose the ideal location

Keep in consideration the topic of your event, your target demographic, and the size of the trade show you’re planning when selecting a location. Not every trade exhibition necessitates the use of a large convention venue. Smaller trade exhibitions can be conducted in a hotel ballroom, banquet hall, or the meeting rooms of private or public organizations. Once you’ve decided on a location, make a reservation right away. Many venues are already filled months ahead, so do your homework and make your reservations as soon as possible.

5. Make a plan for your layout

Different sorts of booths should be included in your floor arrangement. Charge a greater rate for booths at the extremities of aisles and those that may require extra electrical outlets. Consider the number of people attending your event when planning your layout so that there is enough room for them to go from booth to booth.

6. Solicit the services of merchants

Present your event theme, a floor plan layout, and specifics about the whole setup to possible suppliers. Allow sellers to pick their booth area, but make sure your sponsors have more room than the usual vendor booth. The objective is to show suppliers how their participation in your trade show will benefit them.

7. Marketing spending

No business owner appreciates squandering valuable resources on promotion and advertising if it only results in a revenue loss.

As a result, see if your target audience’s key influencers are active on social media. And if they are, forget about newspaper, radio, and trade periodicals advertising.

8. Collaborations

Determine the number of beverage suppliers in your area. Your research might be as basic as looking up related firms in your neighborhood using search engines. Make contact with design students as well. Give one or more of them the chance to broaden their professional experience. To put it another way, ask them to design marketing materials and other promotions to aid in the success of your trade show.

9. Seek out sponsors

Sponsors will assist in lowering costs. Radio stations and newspapers make excellent sponsors since they provide free advertising by announcing their attendance at your event. In exchange for booth space, you may also trade exposure and promotion for your event. Larger booth space in prominent areas at the trade show may entice more sponsors.

10. Entertainment

The entertainment should be appropriate for the event’s theme. Good entertainment can draw crowds and keep them at an event for longer periods of time. An evening party to launch or close the trade show is a terrific method for participants to network with one another and vendors and sponsors. Make sure to book your performers ahead of time so that they may be referenced in your advertising, PR, and promotional materials.

11. Hire caterers

A light supper should be offered to those who purchase tickets to the event’s entertainment. In the media area of your trade fair event, there should be plenty of drinks as well.

12. Make arrangements for your evening gatherings

The majority of exhibitors will plan their events to increase business. However, as the event organizer, you must plan at least one party for all exhibitors and vendors during the trade show. You can employ a party planner to handle the party if you believe it will be more cost-effective and time-saving.

13. Provide an exhibitor’s kit to your vendors

At least one month before the trade exhibition, this should be sent out. The kit should include essential details such as how long they have to set up and tear down their booths, where they may load their materials, venue restrictions, and how to contact them if they have any additional concerns. Include a cover letter thanking them for their involvement in the event as well.

14. Materials for marketing

Posters, flyers, radio spots, and newspaper and magazine ads should all be included in your marketing materials. Don’t forget about internet advertising on social media platforms like Facebook, Twitter, and LinkedIn.

15. Make as many maps as you can

For each day of the event, there should be adequate maps and event guides for all participants. You can sell advertising space on these goods or have a local printer support your event by printing them to offset the expense of these maps and guides or even make them lucrative.

16. Prepare your area

At least one day before the event, the display and staging areas should be put up. Larger exhibits may need more than one day to set up properly. There’s no need to haste.

17. “Sell” is the magic word

This is a business venture, and you want to profit from it. Sell a lot of entry tickets in addition to display space, signage, and advertising.


It’s now your turn. What advice would you provide to someone planning their first trade show? Let us know in the comments.