Trade Show Planning Archives - Page 14 of 20

Trade Show Asset Management

We’re excited to announce the [Beta] release of ExhibitDay’s Asset Management Module.

You can now track and manage your Capital Assets (like your booth and displays) as well as Collateral (like swag and marketing material) in ExhibitDay.

Reserving Assets for Your Trade Shows

You can reserve assets for your trade shows under each Event’s [Assets] tab.

Asset Management Access Control

Like all other ExhibitDay modules, access to Managing Assets and Making Reservations for Events can be controlled in the team workspace > user management area.

Attachment Categories and Downloading All File Attachments for your Events

The file attachments for events just got two new enhancements: Attachment Categories, and the ability to download all attachments at once.

Attachment Categories – Attachments (under the Event [Attachments] tab) are now organized into their corresponding categories.
Download All – You can now download all the attachments for your events at once (in .zip format).

Attachment Categories

File attachments for each event are organized into the following categories:

General Attachments – General file attachments that are uploaded directly from each Event’s attachment tab.
Event Info Attachments – Attachments from fields under the Event [Info] tab (like Exhibitor Prospectus, Exhibit Hall Floor Plan, etc.)
Booth/Booth Service Attachments – i.e. Booth invoices.
Travel Attachments – i.e. Hotel/Flight invoices.
Shipment Attachments – i.e. invoices for Shipments.
Sponsorship Attachments – i.e. invoices for Sponsorships.
Other/Misc. Expenses Attachments – i.e. invoices for mischievous expenses.

Download All File Attachments

Downloading All Attachments for a Given Event:

To download all the attachments for a given event, click on the [Download All] button (under the [Attachments] tab of the event).

Downloading All Attachments for All Events:

To download all file attachments for all your events, go to “Workspace Settings” from the top menu, and click “Export Workspace Data” from the extended menu on the Workspace Settings page; then, click the “Export All Attachments” link.

The ability to attach files is included in the ExhibitDay Professional and Premium plan.

Data Export – All Your Trade Shows and Exhibits in Spreadsheet Format

Just Released – Enhanced export functionality to download your event data in ExhibitDay.

How to Export Your Data in ExhibitDay

To Export your data in spreadsheet format, select [Workspace Settings] from the top navigation menu, then select “Export Workspace Data” from the extended menu of the Workspace Settings tab strip.

Trade Shows and Exhibits Export to Spreadsheet

What Can be Exported?

Pretty much every piece of information you have entered about your trade show and exhibits in ExhibitDay can be exported to spreadsheet format (.csv).

Export: All Events

You can Export all the basic information about your events in your ExhibitDay workspace to CSV format. This export includes event names, start/end dates, booth information, and other miscellaneous information about each event.

Sample Export: ExhibitDay_Export_Events.csv

Export: All Event Date Details

This export includes a list of all the events and their date/time details (i.e. booth setup/dismantle dates/times, exhibit hall dates/times, etc.).

Sample Export: ExhibitDay_Export_Event_Date_Details.csv

Export: All Event Booth Services

This export includes a list of all your events and their booth services.

Sample Export: ExhibitDay_Export_Event_BoothServices.csv

ExporT: All Event Attendees

This export includes a list of all your event attendees for each event.

Sample Export: ExhibitDay_Export_Event_Attendees.csv

Export: All Travel Reservations

This export includes all the travel and lodging reservations for your event attendees.

Sample Export: ExhibitDay_Export_Event_Travel_Reservations.csv

Export: All Shipments

This export includes all the shipments associated with your events.

Sample Export: ExhibitDay_Export_Event_Shipments.csv

Export: All Sponsorships

This export includes all the sponsorships for your events.

Sample Export: ExhibitDay_Export_Event_Sponsorships.csv

Export: All Playbook Schedules

This export includes all the scheduled items in your event Playbooks.

Sample Export: ExhibitDay_Export_Event_Playbook_Schedules.csv

Export: Miscellaneous/Other Expenses

This export includes all the Misc/Other Event-Specific Expenses for your events.

Sample Export: ExhibitDay_Export_Event_Misc_Other_Expenses.csv

Export: Tasks

This export includes all the general tasks and event-specific tasks in your ExhibitDay workspace.

Sample Export: ExhibitDay_Export_Tasks.csv

How Export Annual Budgets and ROI Calculations for your Events

You can also export the breakdown of budget allocation and ROI calculations for all your events on an annual basis.

The ability to export your data is included in the ExhibitDay Premium plan.

How to Choose the Right Trade Show Display for Your Next Exhibit

After you decide on the trade show that you plan to attend and pick your team to organize and exhibit at the event, it’s time to choose the right display vehicles that will distinguish your company from everyone else. First impressions are lasting impressions (considering humans, on average, make a first impression in just 8-seconds). Therefore, you want your visuals to perfectly encapsulate what it is that you are trying to sell.

So, how do you choose the right trade show display?

Let’s go through a few different options:

1. Pop-Up Displays

These are generally the traditional displays when we think of a trade show booth. These pop-ups come with collapsible frames and photo-quality graphic panels that attach with magnetic strips. This is a great way to present visual explanations without breaking the bank in the process. They are portable and easy to move around depending on the size of your booth.

2. Banner Stand

Similar to a pop-up display, a banner stand is a single large graphic that is supported by a standing frame. It can be retractable, motorized scrolling, and telescoping for both indoor and outdoor shows.

3. Table Tops

These are foldable frames that display graphics attached to the frame with metal fasteners, magnets, or Velcro. They can be 2 to 3 feet tall, which means when placed on top of a table, they can reach heights of 5 feet or higher. These are very easy to set up.

4. Table Covers

Table covers are customized graphics that drape over a table, designed to industry-standard table sizes.

Now that you know some types of displays, how do you pick one that is right for you?

Industry

First, analyze your industry and the visual nature of the industry. For example, if you are in the technology space, you may need more technology-oriented visuals than if you are a construction company.

Budget

Displays can get expensive, quickly. If you are on a tight budget, you might want to consider some of the more traditional options, like pop-up displays.

Ease of Transportation

If you don’t have anyone at the exhibit hall to help you lift things, then you need a light display that is also portable in nature.

Type of Trade Show

Are you going to a local or international trade show? Depending upon the size, you want a display that is going to stand out no matter where you go. Generally, the bigger the trade show, the bigger your display should be.

Visuals make a lasting impression, which is why your trade show display is one of the most critical parts of your entire trade show presentation. Spend time on envisioning your trade show display so you are able to wow your customers.

Top 5 Reasons to Avoid Exhibiting at Trade Shows

Sure, trade shows are a great way to showcase your products and services to a wide audience; but, have you ever stopped to consider if trade shows are a good fit for your business?

Considering the money and time that goes into this kind of investment, it’s worth going over a few things before you decide on exhibiting at a trade show.

So, should I exhibit at a trade show?

Here are our top 5 reasons you should avoid exhibiting at a given trade show:

1. Audience Mismatch

Not every trade show is going to be filled with your target audience. For example, if your target audience is high-tech millennials, then old-school industry trade shows are generally not going to have the right attendees. Or, if you are only looking to franchise, then going to a non-franchise focused trade show is probably not going to yield the leads you desire.

2. COMPETITION COPYCAT

If you see your competition constantly going to a trade show, that does not necessarily mean trade shows are right for you (even if your business is slightly different). Before you invest thousands, do your research, look up the history of the trade show and its typical attendees, as well as how many leads or business deals can be expected. Think smarter than your competition.

3. Time Conflict

If the timing of a given trade show is in conflict with customer meetings, a pre-scheduled business function, or, even another trade show that’s more compatible with your line of business, you might be better off skipping that trade show.

4. Cost

If you are a startup or a small business with little budget for a trade show, maybe, wait a few years before you attend a trade show. Once you have the budget allocated, then foray into the trade show waters.

5. Lack of Preparation

Many times, businesses sign up for trade shows at the 11th hour. A lot goes into coordinating the booth, trade show displays, chairs, tables, marketing material, etc., which is why you do not want to rush it. If the show is in 2-weeks and you sign up today, you are going to be incredibly stressed.

We aren’t saying you should never exhibit at a trade show. Trade shows can offer value to every business, in every industry. But, if you feel like you are not ready, don’t rush it! Throwing money at the wall is often not a wise idea. Take your time, do your homework, and you’ll know when the time is right.

… and, when you are ready to exhibit at trade shows, use ExhibitDay to plan your trade shows and collaborate with your event team to get things done.