Trade Show Preparation Checklist – 17 weeks
This series of articles is called “Trade Show Preparation Checklist” and helps you, week after week, to prepare the most important aspects of your booth setup and event organization. We will review everything from booth decoration, promotion, samples, logistics, travel, staff training to leads management. Access your checklist week by week here.
What should I prepare 17 weeks before my event?
You still have 17 weeks before the opening of your next trade show.
In the coming weeks, you will think about your booth design, your staff, furniture, lead capture, and so on. But before doing so, you need to plan how to go there!
Purchase your plane tickets
If you have already confirmed your participation in a trade show, you shouldn’t delay the organization of your trip.
Assuming the event space isn’t in the same city your office is, you will need to travel. Whether it is by plane or train, the earlier your purchase your tickets the better!
Review the budget that has been allocated to travel expenses and organize your trip immediately – the later you buy your tickets, the more expensive it will get and the less choice you will have.
Also, managing your trip now will enable you to purchase insurances in case of last minute changes or cancellation: do not neglect the benefits of early planning.
Arrange your hotel
You will stay a few days in a different city, hence you will need a place to stay.
The larger the event, the more traffic it generates, the more expensive the hotel night and the more difficult it gets to find a room nearby!
Planning for your hotel rooms now gives you more flexibility: find a hotel that is conveniently located and fits your budget before it is too late.
Also, pay attention to small details that could make your life incredibly easy or difficult:
- good internet connection in the room (you may need to follow-up at night)
- breakfast included (you don’t want to waste time finding a restaurant)
- quiet (you will certainly be exhausted every night, your success depends on your ability to rest)
- conveniently located (you shouldn’t waste an hour in transportation)
- with guaranteed parking space (if you rent a car)
- nearby good restaurants (you will need to eat at night and may want to invite customers)
Plan transportation to the event
Whether you rent a car, take bus, metro, taxi or walk to the venue, you must plan for transportation from and to the convention center.
Don’t wait to be there to figure it out, do it as you arrange your hotel since both are related.
Don’t make your life difficult: avoid being at the mercy of traffic jam and don’t accept multiple changes of transport: go for the easy solution, you will need your energy for more important things!
Study the map
A good plan can save you hours of troubles.
Start looking at the map around the show venue and make use of TripAdvisor, FourSquare, OpenRice or whatever channel you like to identify good places for lunch, dinner and coffee break.
During the show, there will be no time to figure it out, get ready now!
Record every expense
Do you remember creating a full budget plan on myfairtool for this event?
It is time to use it!
Record every single expense you get planning for the trip. Having a clear budget & expenses sheet will not only help you reach your goals and track your results but it will also be a wonderful indicator for the next event.
Time to plan!