Tips for Attending Out-of-Town Trade Shows (custom trade show displays, trade show ideas)

Once you and your team have decided to attend a trade show out of town, it’s time to go into planning mode. You’ll need to design trade show displays that will travel well and come up with trade show ideas that can easily be interpreted in a new market. Of course, you’ll also need to keep some additional factors in mind if the trade show isn’t in your home city. Here are some of the things that can make out-of-town trade shows a success.

Plan Ahead When Booking Rooms

It’s important to book hotel rooms as far in advance as possible to save money. You can also cut some of the costs of traveling if some of your team members are willing to room together. This way you won’t have to book rooms for each employee. Just be sure to ask your team members if they have a preference when it comes to roommates.

Monitor Who Is Booking the Rooms

While it may make sense to have your administrative assistant handle the travel arrangements for you, this will prove to be a hassle if you’re going out of town. Once you arrive at the hotel, the person who booked the rooms will need to be present if the credit card has his/her name on it. Make sure the person booking the hotel rooms will be attending the trade shows so that you can get into your rooms quickly once you arrive. This is especially important if you’re arriving shortly before the trade show begins and need to spend the majority of your time setting up your trade show displays.

Establish Some Rules

You probably don’t want to give your team members curfews or try to regulate what they do after trade show hours. However, make it plain to your employees that it’s important to remain professional at all times. If there’s a bar at the hotel, discourage your team members from spending too much time there and drinking a lot to relieve stress. If the hotel is near the trade show location, chances are other professionals from the companies that are attending the trade show will be staying at the hotel as well. If these individuals see your team members getting drunk and causing a disturbance at the bar, this could damage your company reputation. Remind your employees that they never know who is watching and that questionable photos could end up on social media. Ideally, choose team members to attend the out-of-town trade show who have exhibited sound judgment while working at your local office so that any potential issues can be avoided.

Have Team Meetings

Finally, have short meetings with your employees while out of town to make sure that everyone is comfortable in their roles and knows the proper way to handle trade show displays. Go over the regulations for interacting with customers and allow your team members the opportunity to express their concerns about any issues that may arise or to share new trade show ideas after getting accustomed to the show space. Keeping the lines of communication open, even when you’re in an unfamiliar environment can increase the chances that the trade show experience will be a positive one.

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