Having a remarkable trade show booth is one element that can help you reach your goals.

Source: Nathan Yerian at Hubspot.com

Exhibit booths will either help your company be more successful and help you generate leads and additional sales or they will flop and be a waste of your time and money instead. If your area is just thrown together or all of the components are not set up perfectly then you may not get the results that you are hoping for and you could leave the event disappointed.

Learning How to Set Up a Trade Show Booth

There are a number of ways that you can learn how to set up a trade show booth. There are videos online that may offer step-by-step instructions, and you will also find checklists, articles, and technical advice on this subject as well. If you do not know how to start this process, you can also hire a professional to do it for you instead.

The Location of Your Exhibit Booths

One consideration when setting up exhibit booths is the floor location that you have. Ideally, you will be easily accessible from everywhere, but you do not want to be next to a large organization that has many spaces together and that will be holding meetings, demonstrations, or other events during the show. You could find people from their booth crowding your area.

Make Sure You Keep an Eye on Your Budget

Understanding how to set up a trade show booth is not really helpful if you cannot stick within your budget because you could set up the best display but end up in the red anyway because you spent too much trying to impress visitors at the venue. Look at changes that are cost effective while also boosting the appeal of your display.

Professional Set up Assistance is Available

If you do not have a clue about how to set up a trade show booth then you may want to opt for professional help if you can afford this. There are professionals who can complete the set up process fairly quickly and ensure that everything is put together properly. This is an additional cost but if you are inexperienced with exhibit booths then this may be the right choice.

If you insist on doing your own exhibition booth design and trade show graphics then you are placing a bigger importance on the cost than you are on getting the best possible results at the event where you exhibit.

From our article, DIY Exhibition Booth Design: Money Saving or a Mistake? Click here to read the entire article.

Turnkey Booth Solutions can be a Terrific Option

Figuring out how to set up a trade show booth can be a time consuming and frustrating process, and turnkey solutions can eliminate these factors completely. All you have to do is show up and start your marketing and sales efforts, the turnkey specialist will handle everything else for you. This can be very convenient and it is a popular option for many companies.

Make Sure you Have the Needed Tools on Hand

If you do know how to set up a trade show booth then you realize that most exhibit booths require some tools for assembly. If you choose to go without professional help or turnkey solutions then you will need to have all of the tools necessary to put the components together safely and properly.

Need a checklist for exhibiting at trade shows? Click here to read our article, Exhibiting at Trade Shows is Easy with this Checklist.

Many experienced vendors and exhibitors keep a small tool box with them so that they have the basic hand tools that may be needed. A hammer, a straight and a Philips screwdriver, pliers, duct tape, and other basic necessities should be kept together so that you can set up your displays without having to hunt down tools that you are missing.

Look at What Your Competition is Doing

Whether you know how to set up a trade show booth or you are a newbie at this, it is a good idea to take a walk around the floor before you start. Check out what your competitors are doing so that you do not use the same things. You want your exhibits to stand out and be unique, and checking out the other booths can help you accomplish this.

Do you know how to set up a trade show booth or do you leave this to the professionals? Why?

Trade Show Exhibit by the Design Factory

Exhibiting at trade shows can be easier when you have a convenient checklist that covers the important items like exhibit booths and marketing materials. We’ve compiled a timeline that will help you schedule your trade show exhibit things to do.

1 Year before Exhibiting at Trade Shows

• Before you start exhibiting at trade shows, you need to have a plan in place. Spend some time thinking about why you want to exhibit at these events, what you hope to accomplish, and from which shows you may get the best results.
• Make a final decision on the shows to exhibit at in the next year.
• Determine the floor space area that you will need.

At Least 6 Months in Advance

• Evaluate your exhibit needs and marketing objectives.
• Review your exhibit booths and decide whether upgrades or new components will be needed.
• Choose the vendors that you will use for all of your trade show needs.
• Reserve booth space and pay any deposit required.
• Submit your completed Exhibitor Appointed Contractor form, electrical order, and any special requests or requirements to the contractor for the show.
• Order any items, services, and equipment needed. This should include specialized lighting, signage, carpet, coat racks, rental furniture, phone lines, catering, card readers, Internet access, cleaning services, AV equipment, plants, and anything else that needs to be ordered.

At tradeshows we try to grab a good location. We use unique color schemes. Our data-driven targeting and social media strategy helps us stand out.

Source: Forbes.com

3 Months before the Event and Set up of Exhibit Booths

• Order any promotional items and materials that you will need for your exhibit booths. This should include any printed materials, like brochures, flyers, business cards, and promotional gifts that will be given away to visitors or used as prizes.
• Pre show promotion is important when you are exhibiting at trade shows, and now is when you need to start letting everyone know about the event and your attendance.
• Schedule any pre show staff training and informational meetings.
• Reserve any flights, hotel rooms, transportation, and shipping that will be needed.
• Talk with the event coordinator about any publicity opportunities that the show offers.
• Create a binder for show staff that contains all relevant information that your staff may possibly need. This should include the cell phone numbers for all staff members, maps for the city and the event facility, lists of local restaurants, hotel arrangements, and other details.

As part of your trade show planning you will need to create and order literature from a trusted printer. This is something that should be done as soon as possible to avoid any extra charges or rush order costs, and if you wait too long you could be missing the important items that you need to sell your products effectively.

Read more of our article, 15 Things you need to know about Trade Show Planning, here.

1 Month Prior to the Event

• Put together a box of supplies for exhibiting at trade shows. This should include pens, pads of paper, tape, safety pins, first aid supplies, grooming and hygiene products, and even extra business cards.
• Ensure that all of your marketing items and promotional items are scheduled for delivery. If not check on any missing items.
• Verify all orders that you have previously put in.
• Double check all travel and lodging reservations.
• Make sure that all of your exhibit booths and display items are still in good shape.
• Arrange for any set up and tear down help that will be needed.
• Prepare and send press releases to applicable publications.
• Contact existing clients to let them know you will be at the trade show.

During the Trade Show

• When exhibiting at trade shows always wear comfortable shoes and clothes. Remember that you will be standing on your feet and walking around all day long so comfort is important.
• Make sure that your exhibit booths are always fully staffed.
• Stay hydrated. Drink several glasses or bottles of water during the day to prevent dehydration.
• Get plenty of sleep each night so that you are fresh and at your best during the event.
• Part of exhibiting at trade shows is networking, so get outside of your booth at times and make an effort to meet others.
• Use drawings, presentations, and other activities to draw visitors and generate leads as well as making sales.

When visitors show up at your exhibit booths you should immediately place each person into a value category for follow up.

Source: 6 Tips on Trade Show Follow Up to Get Results. Click here to read the complete article.

Post Trade Show Activities

• Exhibiting at trade shows is just part of the process; you also have to follow up after the event is over. Failing to follow up could cost you in terms of sales and brand recognition.
• Analyze your event performance and results.
• Start planning your next trade show exhibition.

Exhibiting at trade shows can be less stressful when you have a schedule and list of items to do. Following our timeline is a great way to keep on track and not be rushed at the final moments. What other items should be listed on a checklist for exhibiting at trade shows?

Large Trade Show Exhibit by the Design Factory

If you want to dazzle the attendees you may think that an enormous display is the best way to go, but this is not always the case. Each event will have specific size and height limitations in place, and if you are not aware of these numbers, you could miss out on exhibiting because your display is too large and extensive.

Large Trade Show Exhibits Can Dazzle and Impress

Using large trade show exhibits can help your company dazzle and impress everyone who sees it. You want to get the best return on investment that is possible from your exhibit but not at the expense of breaking the budget. Look at the number of expected attendees and how many you think are prospective clients or customers. A thorough cost analysis will help determine the ROI.

Unusual Exhibit Booths Usually Get Better Results

If you have exhibit booths that are unusual in some way these may be noticed faster and attract a larger flow of traffic as a result. You want to stand out from your competitors, not blend into the background, and an unusual exhibit can help you accomplish this. All eyes will be on your booth if it is bigger or unusual in some other way.

Will Your Budget Cover This Choice?

Consistency in Branding is Critical Regardless of Booth Size

No matter what exhibit booths you use, whether you have large trade show exhibits or smaller displays, consistency in branding is critical. You want people to recognize your brand and your products, so your logo and company name should be included in the display wherever possible. This will provide a consistent appearance and get you noticed much faster.

Whatever the persona you decide upon, make sure to keep the same one across all of your marketing efforts.

Source: YP Advertising Solutions

Will the Display Provide a Positive Image of Your Company?

If you want large trade show exhibits then look at the final design with an eye towards how the booth reflects on your company. If you try to do too much without a sufficient budget then you could end up with a poor exhibit that is not professional or appealing. This reflects on your business and could turn visitors away before they reach your area.

A Larger Booth Usually Requires More Floor Space

Using large trade show exhibits will require more floor space, and that can translate into additional costs for your exhibit booths. A larger floor area will be priced higher, and you need to consider the flow of traffic to and from your booth as well. If you reserve an area that is too small, you may end up without any display at all.

Since you will pay more for the floor area that you reserve consider a location that allows your booth to be approached from more than one direction. An end location or an island display can help eliminate clogs in your area and ensure that your visitors can quickly and easily reach your products and promotional materials.

Set Up and Tear Down Considerations

If you want to use large trade show exhibits then it is important to think about the set up and tear down of these items before you make any final decisions. You may need professional help if the exhibit is large or elaborate, and this means even more added expenses for the event.

Have you ever used large trade show exhibits? Were you happy with the results?

Essential Trade Show Planning Tips

1. Your trade show planning should begin as early as possible. One of the biggest mistakes made, and one that can add a considerable amount to your total cost for an event, is waiting until a few weeks before an event to start the planning process. Ideally, you will start the preparations months in advance to ensure everything goes smoothly.

2. Consider the transport and storage costs before you purchase exhibit booths and display items. Heavier pieces will cost more to ship to and from the venue, and larger or oversized items may be more expensive to store when they are not being used for a show. Taking these factors into consideration before you buy will help you control costs.

3. Publicity and marketing need to be included on any trade show planning list, and these activities should start well before the event begins. If you want people to stop by your booth during an event you need to let them know where you are going to be and when. Start your marketing activities weeks or even months in advance.

The trade show press releases that you create can be a perfect way to introduce your products at your exhibit booth during the event.

Source: Top 10 Tips to make Trade Show Press Releases Effective

4. Reserve the space for your exhibit booths as early as possible to make sure that you get a good spot on the floor and the right space type and size. If you want until 2-3 weeks before the event starts, it may be difficult to get any space at all and you could find yourself off in a corner and away from the flow of traffic as a result.

5. Part of any successful trade show planning is choosing the right events for your company and products. Make a list of local, state, and nationwide events that fit well with your industry and market sector. This will help you choose the right events and give you better results for the time and money spent.

6. Setting objectives for each show is important, and this will help you determine whether you are meeting your goals or if you are falling short for some reason. After each event, you can evaluate all of the factors and then make any changes before the next event occurs.

7. As part of your trade show planning you will need to create and order literature from a trusted printer. This is something that should be done as soon as possible to avoid any extra charges or rush order costs, and if you wait too long you could be missing the important items that you need to sell your products effectively.

8. Consider adding color brochures and fliers to the marketing collateral that you hand out at your exhibit booths. These can show off your best products in full color, giving them greater appeal and engaging qualified prospects.

9. Press releases should always be included in your trade show planning. These pieces grab the attention of the reader with a newsworthy story, and contain information about your company or products that can help attract interested consumers or business owners.

It is a cost-effective way to heighten visibility and promote products and services that are showcased at exhibits.

Source: Top 10 Tips to make Trade Show Press Releases Effective

10. Contact the event coordinator or special services manager at the venue to discuss your needs and preferences for the specific event in question. Do this as soon as you decide to exhibit at the event to make sure that all of your needs will be met.

11. Space selection is an important part of trade show planning, because the right space and floor location can make a big difference on the outcome. At some events, space can fill up quickly so reserve the ideal space as soon as you can.

Do whatever you can to get the best space possible. Get your application in early and be sure to request the best space available.

Source: BusinessTown.com

12. The design of your exhibit booths needs to be well thought out. Consider the traffic flow, literature placement, and other display components to ensure that everything is convenient and easily accessible for your visitors at the event.

13. One item that should be on your trade show planning to do list is to arrange for transportation and lodging. This is needed for yourself and for any staff or support people that will be attending the venue with you.

Many hotels become booked far in advance when large trade shows and conventions come to town. Pricing is generally lower when you book in advance and you will avoid the possibility of no rooms available.

14. Make sure that you have enough staff to cover your exhibit booths around the clock, and that your staff have been well trained about your products and company.

Knowing how to talk with the public and being comfortable with big crowds is a must for anyone who works a trade show.

Source: 5 Things to Look for When Hiring Trade Show Models and Exhibit Staff

15. When you are engaged in trade show planning one important aspect is the methods and techniques that will be used for lead generation. Figure out how you will gather lead information and what you will do with this information once you have it. It doesn’t end when the show is over. Follow up methods need to be meticulously planned ahead.

Now that you have a comprehensive list to help you get ready for your next trade show or convention, it should be easy for you to enjoy the show and be a success. What else do you consider important when you start trade show planning?

• Try renting from a reputable company instead of buying outright
• Choose gently used exhibit booths that costs less but are still attractive and appealing
• Add roll up banners for a small cost but a big impact
• Spandex table covers offer a lot of benefits without being high priced
• Folding bookcases are inexpensive but they can display a large amount of products and materials
• Colorful flowers are cheap but they usually draw visitors to an area
• Take advantage of foam board whenever possible

1. Booth Ideas for Trade Shows on a Small Budget Include Renting Versus Buying

If you are looking for booth ideas for trade shows and you have a smaller budget, then renting may make more sense than buying. When you rent you will usually only pay a small percent of what you would spend to buy comparable components. In addition, you can change the look of your booth for each event. If you attend shows frequently, this may not be as cost effective.

Rental furniture is no longer an after-thought, but a vital consideration in the exhibit concept design.

Source: Tommy Lei, social media, marketing, and public relations director, FormDecor Inc., quoted at ExhibitorOnline.com

2. Used Exhibit Booths are Often More Affordable

If you do find that buying exhibit booths is a better choice then you can always buy used, as long as the components are still attractive and they have appeal. You may be able to spend 25%-50% less and still get a great booth that will last for some time to come. Evaluate each used piece carefully to make sure you are getting a good deal.

3. Roll Up Banners can be Very Cost Effective

One of the money saving booth ideas for trade shows is to use roll up banners, because these items are extremely cost effective. They are inexpensive but they can add a lot to your area. They are durable so they stay attractive for more than one use. These banners can display large graphics. They are very lightweight and they can be stored in very small spaces.

4. Take Advantage of Spandex Table Covers

One of the booth ideas for trade shows that is really catching on because of the low cost and great look is the use of spandex table covers. These covers are flame retardant so they meet the event specifications. They never wrinkle and they can be machine washed if needed without losing any of their appeal.

5. Use Folding Bookcases to Display Your Goods

Folding bookcases are one of the booth ideas for trade shows that can help you cut costs without cutting the ability to display your products well. These bookcases can often be found for less than $100, sometimes as low as $50 or $60. You will gain plenty of display space without breaking your budget, and keep your area well organized.

6. Add Colorful Flowers for a Special Touch that is Personal

You do not have to be exhibiting at a trade show for florists to include bouquets of flowers. One of the more personal booth ideas for trade shows is to get some fresh cut flowers and place these strategically around your area. The vibrant colors of the flowers will appeal to visitors. Try to get blooms that are very colorful but that do not have a strong scent. Some people may be allergic or find the smell overbearing.

7. Foam Board is a Terrific Material to Work With and Very Inexpensive

One of the biggest booth ideas for trade shows if you are trying to cut costs is to use foam board. This material weighs very little, it can easily be cut into any shape with a knife, and it can do wonders for exhibit booths when combined with a little creativity. The very low cost for this material makes it an ideal choice for many uses.

What booth ideas for trade shows can you offer for companies that have a small budget to work with?

Trade show display boards offer incredible flexibility in many areas:

• Size
• Location
• Material type
• Text
• Images

When you use these display boards you can add a lot of impact to your exhibit booths without having to spend a lot of money in the process. They will work well for almost any budget size and company. You will have the ability to customize your area and include as many displays as you desire. You can create something original that no one else is doing.

Trade show display boards are generally lightweight and can help you give visitors more information about your company and products. This will increase your brand exposure and help you generate more leads during the event.

With the right use of exhibits and displays, your entire booth area can draw in a bigger crowd, and more traffic can translate into more revenue in many cases.

1. Trade Show Display Boards Offer Incredible Flexibility

Using trade show display boards can give you incredible flexibility. These boards can be used to create almost any size display. They can be placed in almost any location, and they are very inexpensive so you can order several and make an exhibit that is very impressive. The flexibility is one of the most common reasons why these are a top choice for exhibitors.

2. Add Impact to Your Exhibit Booths without a lot of Extra Expense

You can use trade show display boards to add a lot of impact to your exhibit booths. The possibilities are almost endless. If you can imagine it then it can be achieved. The low cost for this type of product means that even a company with a small budget can create a fantastic display that is very appealing to visitors, without having to spend a fortune to do it.

They should make the experience memorable and unique so people can’t resist coming in to learn more.

Source: Exhibitor Magazine

3. Customize Your Displays for Your Specific Business Needs

When you use trade show display boards for your exhibit booths, you can customize your area to fit your specific business needs and personal preferences. This is important because you want to stand out on the trade show floor instead of blending into the background. The way to do this is to be creative and do something different and original.

4. Give Your Visitors More Information

You can provide a lot more information when you take advantage of trade show display boards, and the price means that you can use more than one. When you display important company and product information where visitors can see it then you can cut down on any traffic blocks in front of your area. Fewer visitors will need to ask questions, they will know what they need to make a purchase.

5. Attract More Traffic to Your Area

Using trade show display boards for your exhibit booths will help you attract more traffic to your area. It will also help you ensure a smoother traffic flow. As visitors walk by they can quickly determine if they are interested in your products, and more people will come to your booth in order to see what you are offering when you have a fantastic display set up.

Do you use trade show display boards? Why or why not?

When you attempt to follow up with people that you met during a trade show remember that engagement is the key to conversion. This can turn a consumer into a customer without too much effort. Set up your exhibit booths so that it is easy to collect visitor contact details. Get creative about ways to get visitors to provide these details to you.

If you want your follow up to get exceptional results then you need to use social media to your advantage. Social media is one of the most common ways that people communicate today. A great tip is to immediately place each contact into a value category after meeting the individual. This can identify high value contacts that should be the highest priority.

1. Trade Show Follow Up should be Personal

Any trade show follow up that you do should have a personal touch; otherwise, you will not connect with the individual in most cases. Generic messages or content designed to have broad appeal may make the recipient feel like one in a million. A personalized message or call will make the recipient feel special and valued.

2. Send Content that is Event Related

Trade show follow up content should be event related in order to make it easier for the recipient to remember your company. If you are simply sending out the same email message to potential customers that your regular clients receive you may not stand out among your competitors. The recipient may not be able to associate your name and company with anything at all.

3. Engagement is Key to Conversion

During any trade show follow up, engagement is the key to conversion. If you cannot engage the individual then you will probably not be able to convert them into a customer. When engagement is there then the individual is more likely to remember your company and products when a need arises in the future.

4. Make it Easy for Visitors to Give Contact Details at Your Exhibit Booths

Make your exhibit booths the perfect vehicle for trade show follow up information collection. You can get very creative. Hold a drawing or use another method in order to make visitors want to give you their contact details.

5. Use Social Media to Your Advantage

Social media can be a terrific way to do some trade show follow up activities, and this technology can even be integrated in exhibit booths if this is desired. Younger generations are very comfortable with social media. Many cannot go without their smart phones and social applications. When you use these applications, you may extend your brand reach and get a better response.

Visit the Design Factory Facebook Page here.

6. Immediately Place Each Individual into a Follow Up Value Category

When visitors show up at your exhibit booths you should immediately place each person into a value category for follow up. If the person has a very high value then you will want to take notice and start this effort right away, while lower value targets may not be the top priority.

What other trade show follow up tips have you learned? Which of these are the most important?

You want to achieve the best possible return on investment for all of your trade show exhibits.

If you want to get the best possible results and see a larger return for your expense and efforts then every aspect of your exhibit booths needs to appeal to the targeted consumers that you want to reach. You also need to maximize the visual impact that you make on the event visitors, so that they are intrigued and want to find out more.

Sizing needs to be consistent across all aspects of the design and final product in order to achieve the best return on your resources. If one element is large and another is small this inconsistency could cause consumers to doubt your abilities as a business. Clients and potential clients could end up losing confidence and interest in your brand. Your choice of graphics is also a top consideration.

1. Choose the Right Events for your Business

If your company and trade show exhibits were designed to market to automotive part manufacturers then attending an event for radio broadcasters would definitely not be the best use of your limited resources, and you would generally get little interest from visitors at the event. Choose events that are very relevant to what you do and what you offer.

2. Choose Trade Show Exhibits that Appeal to your Targeted Audience

Make sure that your trade show exhibits and exhibit booths have a high level of appeal for your targeted audience and the demographic groups that you hope to reach. If you do not use any technology but you are targeting young adults you may fail due to this lack of an innovative component. Reaching elderly consumers may require a completely different strategy instead.

3. Exhibit Booths with Visual Impact will Attract more Visitors

Do your exhibit booths grab the eye and have a dramatic visual impact on anyone who sees them? Your trade show exhibits should pop, creating a sense of awe and interest in consumers that may want what you are selling. If this is not done then you will not get a very good return on the investment that you have put in.

4. Proper Sizing is Essential in Every Aspect

Make sure that all of the trade show exhibits that you use are consistent when it comes to size. If you have some text that is larger than other text this can be seen as a defect, and a failure to correct quality issues. These judgments could be transferred to your company and brand, and that could lower the return that you see.

5. The Right Graphics can be an Incredible Draw

Deciding on the design and graphics to use with trade show exhibits should not be done in a rush, and this decision should be carefully evaluated. Exhibit booths with vibrant graphics may project an energy that is irresistible to consumers, and this will make them stop by your booth to find out more about your business and products.

What other steps or tips can you think of that will help vendors increase the return on investment that their trade show exhibits provide?

Here are some of the best hints and tips for trade show booth design in all our years of making exhibit booths.

Best and Worst Practices for Exhibit Booths

Trade Show Exhibit Booth Vitek

1)  Create a Visually Compelling Tradeshow Booth.

Designing your booth is part visual art, part psychology, part marketing, and part messaging. As attendees walk past your booth, you have a matter of only a few seconds to get their attention. If your booth is unattractive, most people won’t bother to find out what you’re selling.

2)  The Exhibit Booth Must Give an Instant Message that They Can Recognize.

Someone walking past your exhibit booth must be able to recognize what your company is about within 2-3 seconds. If a potential customer can’t figure out what you do, or what your company has to offer, within a few moments, they will keep right on walking past. Have you ever been at a trade show and stared at a booth to try to figure out what the company does? Do you end up asking them? In a limited amount of time, most people will just pass you by.

3)  Don’t Block People Out with a Trade Show Table or Other Barriers.

Having a table that provides a barrier between attendees and the rest of the booth provides a psychological barrier that isn’t very inviting. This is sometimes a booth setup problem rather than a booth design issue. Make sure that anyone doing booth setup knows to not create artificial walls that block people out. Sometimes it’s not a table, but portions of the display that create an artificial distance that is not inviting to people.

4)  Don’t Trap People In Your Exhibit Display.

This is a much less common problem than blocking people out, but it does happen sometimes. Don’t make people walk into a “tunnel” or “cave” in order to see your products unless it’s absolutely necessary. Some companies need to show their products in dimmer lighting. One example is a company that sells projectors; they may need to create a tunnel or cave effect in order to block some of the ambient light.

But if at all possible, make sure your booth is open and inviting. Many attendees will hesitate to enter anything that is cave or tunnel-like. It may make them feel claustrophobic, or they may worry that they will be trapped by sales people!

5)  Keep the Booth Open and Inviting.

Having no visible barriers to the trade show design invites people to come in and look.

In sum, think about the psychology of people and movement when designing or setting up your exhibit booths. Make sure you are allowing people to enter your space by making them feel they are not invading your space…and that they can easily leave your space.