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How to Choose the Best Trade Shows for Your Business

Discover the essential steps to choose the best trade shows for your business. From defining clear goals to assessing financial implications and aligning with your marketing strategy, these tips will help you make informed trade show selections.

In today’s bustling market, trade shows remain an essential platform for businesses to establish their presence, network, and clinch potential deals. The stakes are high, and the benefits can be monumental – but only if you choose the right event. Investors research before investing; similarly, evaluating the potential of a trade show is essential to avoid costly mistakes. But fear not; in this guide, we’ll navigate the intricate maze of trade show selection, ensuring you emerge with clarity and confidence.

1. Define Clear Business Goals

“If you don’t know where you’re going, you’ll end up someplace else.” This Yogi Berra quote perfectly encapsulates why setting clear goals for a trade show is imperative. A trade show isn’t just an event; it’s an investment. What do you hope to gain?

Purpose Over Presence: It’s not just about setting up a booth. Are you launching a new product? Seeking partnerships? Or is it more about brand visibility and awareness? A clear direction ensures your efforts aren’t dispersed.

ROI Expectations: Establish quantifiable metrics. If your goal is to generate leads, how many? If it’s brand awareness, what does success look like? It could be a certain number of social media mentions, booth visits, or collected business cards.

Understanding Costs:

What’s the projected budget for this endeavor? Ensure you factor in both tangible (booth cost, travel) and intangible costs (employee time, potential business elsewhere).

2. Research the Trade Show Landscape

Businesses should carefully choose which trade shows to attend, just like a fisherman. They should not cast their net in a barren sea. Navigating the vast ocean of trade show options can seem daunting, but with the right research tools and tactics, you can locate those high-potential hotspots.

  • Trade Show Directories: Start with a comprehensive directory specific to your industry. These are treasure troves of information, detailing when and where events take place, past attendee numbers, exhibitor reviews, and more.
  • Past Exhibitor Feedback: One of the most authentic sources of insight. Get in touch with companies that have previously exhibited at a show you’re considering. Their experiences can provide a realistic view, helping you weigh the pros and cons.
  • Audience Demographics: Your product or service is designed for a particular audience. Dive into the demographics of the show. Are these attendees your target market? Cross-reference this with your sales team’s data. If there’s a match, you’re on the right track.
  • Examine the Competition: Which of your competitors attend? If major players in your industry regularly exhibit at a particular show, it might be an indicator of its significance. However, if a show is oversaturated with competitors, it could also mean a tougher fight for attendee attention.
  • Online Buzz: Harness the power of social media. What are people saying about the show on platforms like LinkedIn or Twitter? A positive online buzz could indicate a successful trade show, while a lack of chatter or negative feedback can be red flags.
  • Growth Trends: Is the show on an upward trajectory in terms of attendees and exhibitors? A trade show that’s growing year-on-year indicates a thriving platform and can offer a more substantial return on investment (ROI).

3. Assess Financial Implications and ROI

Navigating the world of trade shows can sometimes feel like walking through a financial minefield. The costs can quickly add up, from booth design and space rental to travel and promotional materials. But remember, not all trade shows are created equal. It’s essential to view these expenses in light of the potential return on investment they can offer.

  • Direct Costs: Start with the basics. Booth space rental, design, and setup are usually the most significant expenses. Get quotes from various vendors to ensure you’re getting a good deal.
  • Travel and Accommodation: If your team is traveling, factor in flights, accommodation, per diems, and transportation. Some cities or locations might have higher costs than others.
  • Promotional Materials: Flyers, business cards, freebies, and any tech you plan to use (like lead retrieval systems) come with costs. Quality matters here; a standout booth can draw more visitors.
  • Opportunity Costs: This is an often-overlooked aspect. What other opportunities are you forgoing by attending this trade show? Could your sales team generate more leads elsewhere during this time? It’s vital to weigh these considerations.
  • Potential Returns: Now, flip the coin. How many leads do you anticipate? What’s the conversion rate from previous shows? Even if a show is pricier, it might be worth the investment if the audience aligns perfectly with your target demographic.
  • Post-Show Follow-Up: A trade show’s success isn’t just measured by the leads generated during the event but by the sales secured afterward. Factor in the cost of post-show marketing strategies. Email campaigns, social media promotions, and subsequent meetings can have associated costs.
  • Break-Even Analysis: This is your compass. Calculate the number of leads or sales required to cover the cost of attendance. If this figure aligns with (or is lower than) your expected conversions, the show might be a green light.
Trade Show Selection How to Choose the Best Trade Shows for Your Business
Trade Show Selection How to Choose the Best Trade Shows for Your Business

4. Evaluate Trade Show Logistics and Infrastructure

While it might not be as flashy as ROI or as engaging as understanding your target audience, logistics and infrastructure can make or break your trade show experience. Let’s be honest; the devil’s in the details.

  • Location and Accessibility: A trade show in a hard-to-reach location can deter attendees. Think about transportation options. Is the venue near a major airport or train station? For local attendees, is there ample parking? Consider the proximity to hotels, restaurants, and other amenities.
  • Booth Placement: In the world of trade shows, location is everything. Being tucked away in a corner might not offer the foot traffic you’re hoping for. Early bird bookings can sometimes help you snag a prime spot.
  • Facilities at the Venue: Are there facilities for loading and unloading? How about Wi-Fi connectivity? These operational aspects can significantly impact your booth setup and functionality.
  • Size and Layout of the Booth: It’s not just about booking space; it’s about maximizing that space. Consider the flow of traffic, where you’ll place promotional materials, and how you’ll showcase your product or service.
  • Supplier and Vendor Options: Sometimes, trade show organizers have preferred vendors for booth setups, tech requirements, or even catering. Knowing this in advance can save last-minute surprises and often reduces costs.
  • Local Regulations and Compliance: Especially when exhibiting in a different state or country, there might be specific regulations about giveaways, raffles, or even booth setups. It’s always better to be in the know than face a regulatory hiccup.
  • Post-Show Logistics: Think about dismantling the booth, shipping materials back, and other wrap-up activities. A smooth wrap-up allows your team to shift focus quickly to post-show lead follow-ups and evaluations.
  • Cost Implications: The location can impact travel, accommodation, and shipment of booth materials. For instance, exhibiting at a trade show in a major city might mean higher costs but could also mean access to a larger audience.
  • Local Market Opportunities: If you’re looking to penetrate a specific regional market, choosing a trade show in that area can give you an edge. Engage with the local audience, understand their preferences, and tailor your pitch accordingly.


5. Align Trade Show Choices with Brand and Marketing Strategy

The trade shows you choose should act like a puzzle piece fitting snugly within the larger picture of your brand and marketing strategy. Here’s why alignment matters:

  • Brand Messaging Consistency: Your brand message should be consistent wherever you showcase it. The trade show should provide the right platform for your narrative. For instance, if you’re a luxury brand, ensure the trade show caters to an audience that appreciates and values luxury products or services.
  • Audience Alignment: Your marketing strategy already defines your target audience. Ensure the trade show’s demographic matches this. If your strategy is focusing on young tech-savvy consumers, a trade show attended mainly by an older non-tech audience might not be the best fit.
  • Product or Service Relevance: Say you’re in the eco-friendly sector, pushing green products. A trade show emphasizing sustainability and green technology would be a bullseye. Always consider how relevant your product or service is to the show’s primary focus.
  • Competitor Presence: It’s a double-edged sword. On one hand, the presence of competitors might indicate that it’s a vital trade show in your industry. On the other, if all your competitors are in one space, it can be challenging to stand out. Balance is key.
  • Promotion and Visibility Opportunities: Some trade shows offer marketing boosts, like mentions in their social media campaigns, email newsletters, or even a spot in a panel discussion. Such opportunities can amplify your brand awareness efforts.
  • Feedback and Engagement Channels: Trade shows can be a goldmine for real-time feedback. Opt for ones that have structured feedback mechanisms, be it through interactive sessions, Q&A panels, or post-event surveys.
  • Future Marketing Content: Beyond the immediate benefits, trade shows can provide content for your future marketing efforts. Whether it’s capturing testimonials, product demos, or networking events, you can repurpose this content for social media posts, blogs, or email campaigns.

6. Gauge the Reputation of the Trade Show

Reputation can tell you a lot. Before committing, it’s wise to gather feedback about a trade show.

  • Past Exhibitors’ Feedback: Connect with businesses that have previously exhibited at the show. Their first-hand experiences can provide invaluable insights.
  • Online Reviews: A quick search can lead you to reviews and ratings. High praises? Green light. Multiple complaints? Proceed with caution.
  • Event Organizers: The professionalism and reputation of the organizers can greatly influence the quality of the trade show. If they have a history of successful events, it’s a positive indicator.
Trade Show Selection How to Choose the Best Trade Shows for Your Business
Trade Show Selection How to Choose the Best Trade Shows for Your Business

7. Dive into Audience Engagement Metrics

Engagement metrics can help you gauge the quality of attendees at the trade show.

  • Attendance Numbers: It’s not just about quantity but quality. Look for data that breaks down the type of attendees.
  • Audience Interaction: Previous exhibitors can shed light on the depth of their interactions with visitors.
  • Lead Generation Data: Some trade shows provide previous lead generation statistics. This data can hint at potential returns.
  • Social Media Buzz: A trade show with active discussions on platforms like LinkedIn or Twitter is a promising sign of engagement.

8. Align with Your Marketing Strategy

A trade show isn’t an isolated event; it should fit seamlessly into your overarching marketing strategy. Here’s how to ensure that alignment:

  • Brand Messaging Consistency: Your presence at the trade show should reflect your brand’s core message and values. From booth design to product demos, make sure everything screams “you.”
  • Target Audience Overlap: The audience attending the trade show should significantly overlap with your target customer base. It’s all about ensuring the folks walking past your booth are the ones you want to engage with.
  • Product Launch Timings: If you’re launching a new product or service, time it around a major trade show. This gives you a platform to generate buzz and attract attention.
  • Feedback for Future Campaigns: Trade shows are a goldmine for real-time feedback. Use this to tweak and refine your future marketing campaigns.
  • Social Media Integration: Your marketing strategy likely includes a mix of online and offline efforts. Promote your trade show attendance on social media channels, live-tweet essential announcements, or use Instagram stories to give followers a behind-the-scenes look.

Leveraging Local Market Opportunities for Trade Show Success

In the dynamic world of trade shows, it’s not just about showing up—it’s about showing up in the right place, at the right time, with the right strategies. When you’re navigating the challenging terrain of trade show selection, considering location and logistics becomes pivotal.

Ensuring the accessibility of your chosen venue is a paramount step in setting the stage for success. Your target audience needs to effortlessly reach you. Moreover, the facilities offered by the venue set the tone for your exhibition experience. State-of-the-art amenities, expansive space, and efficient infrastructure can significantly uplift your trade show presence.

However, with excellent facilities often come greater costs. It’s essential to strike a balance between the benefits of a prime location and the associated expenses. Major cities might demand a heftier budget but remember, they can also throw open doors to vast audiences, accelerating your return on investment.

Lastly, never underestimate the power of local market opportunities. Tailoring your approach to resonate with regional preferences can be the ace up your sleeve. It’s about understanding, adapting, and then winning over the local audience.

Websites like can be a good starting point to find even a builder for your next booth.

How to Choose the Best Trade Shows for Your Business

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We have no strict guideline for Producer tier levels and allow Producers to decide this level for themselves.  The way we see it, some Producers in our industry are better equipped to handle large projects than others, and some Producers are better equipped to handle smaller projects.  Event Managers are aware of this, and when searching for partners, it helps greatly to understand the type of Producer they’re considering working with.  For example, if a company’s next event is a 10,000 square foot CES custom buildout with a $2 million dollar budget, then consulting with a Tier 3 company that only has four employees and typically handles projects in the $50,000 range may not be the best use of time for the Event Manager or the Producer.  In contrast, if an event calls for a 200 square foot rental exhibit at a small venue, engaging a Producer with hundreds of employees who typically works on $500,000 projects may also not be the best use of time.  Certainly this isn’t always going to be true as many Tier 1 Producers handle smaller accounts and plenty of Tier 3 Producers also have large accounts, but our feeling is that indicating tier levels can greatly help Event Managers and Producers best manage response expectations for new projects.

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Currently, EventWeb only supports one active RFP from the Wizard.  You can download your RFP though and store it locally and then create a new one.  You can also create a new account with another email address and store a new one there.  We are working on options for storing multiple RFPs in an upcoming upgrade!

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Click on “My Account”, select RFPs from the left menu, and then click on “RFP Wizard” to access your existing RFP.  Just navigate through the pages to select the field you wish to change and click “Next” until you finish up to recreate and finalize the RFP.

Just click on “My Account” and then click on “Download RFP Wizard” which is located under your email/user type area.

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