Preparing for Trade Show Travel

If you’re going to a trade show that’s out of town, you’ll need to plan to ensure you’re ready for the trip and have the supplies you need. Here are some of the most important things to remember so your trade show efforts will be successful.



Depending on how long you’re staying, you’ll need to make hotel accommodations for you and your team members. Check with your colleagues to see which individuals wouldn’t mind rooming together so you can save money on hotel rooms if possible. You should also reserve plane tickets as far in advance as possible so you can save money. This will also increase the chances you and your team can travel on the same flight(s). If you can, choose a hotel close to the trade show site, so it won’t take you and your team long to get to the venue and prepare to meet attendees.


Exhibit Supplies

Think about all the possible supplies you’ll need during the trade show planning process. Of course, you’ll need your actual trade show booth and any additional stands or tables that you need to display your promotional materials. You’ll also need a tablet or computer screen to show an online commercial for your business or testimonials from team members and customers. Make sure you take your banners and table covers out of storage weeks before your trade show, so you can inspect them and make any necessary changes before the show.


Just-In-Case Items

Don’t forget the potential items you’ll need just in case something goes wrong with your trade show exhibit. Extra tools or parts will definitely come in handy when you’re putting together the tables yourself. If you’re in a hurry or find that you have to set up the exhibit differently than you anticipated, additional parts can literally make or break your trade show booth. You should also bring items, such as a First Aid kit filled with bandages and antiseptic or nonperishable food items, to the trade show. If you or your team members sustain a minor injury or need sustenance if you have to stay at the trade show site for longer than you thought, these items are must-haves.


Making Arrangements for the Home Office

Finally, make travel arrangements for the out-of-town trade show by ensuring everything is taken care of at your home office. Assign a team of customer service professionals to answer the phones and provide products and solutions to customers who come to your brick-and-mortar location. You may also want to set up an e-mail message for clients who get in touch with you online to inform them you and your team will be at the trade show but will respond as soon as possible. Do this as far in advance as you can. Preparing for the trade show will likely take up a lot of your time, and you may forget to do this if you wait until a day or two before the trade show. Remember to maintain your professional reputation whether you’re in or out of the office so attendees and potential customers who are not able to attend the show will be impressed enough to patronize your business.

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