Comments from K2 Global Communications

We've been supporting clients at trade shows since DRUPA in 2004 and our first RSA in 2008 and MWC in 2009. That’s all after my many years as a trade show exhibition manager.

Here's how K2 can provide you with the critical assistance you need for a successful trade show:

• Trade show evaluation – Some industries have more than 20 conferences from which to choose. We can help you decide which events will give you the most ROI, from the major show that you need to be at to "be seen" to the smaller events that directly reach your targeted audiences. 

• Speaking opportunity application process – We can work with your team to brainstorm and write a compelling application that will get you in front of the conference decision-makers.

Plan for success.

Trade shows are one of the few places where you can meet many potential buyers personally, putting your solutions center stage and making a great first impression on potential customers.

You need to remember that successful trade shows and getting great ROI from your enormous investment depend not only on having the best exhibit space, attention-grabbing graphics, high-tech demos and free takeaways. It also depends on avoiding common mistakes often made by both new and veteran marketers. Even seasoned professionals could fall into trade-show traps.

Instead, here are our tips about how to be prepared.

 It’s not just a matter of sending your sales team.

You’ve determined your trade show marketing goals, partnered with an experienced PR team, contracted with an exhibit designer, set up your logistics, and picked your giveaways.

Now, it's time for one of the most crucial, yet overlooked, trade show prep tasks: training staff to work your booth. You need sufficient booth staff who handle crowds, restock brochures, walk around, attend meetings, and talk to media and customers.

You need people who are knowledgeable, efficient, motivated, and at ease outside their comfortable zone, all while working seamlessly as a team.

Getting ready for a trade show can be overwhelming, even for those of us who are regular exhibitors. Early in my career, I was at a show every fifth week, which made life quite busy for a year or two. To make it simple for all of us, here's a quick and easy calendar of activities you need to keep in mind.

One year in advance
Most importantly, make sure the budget will be there. If you don't know if you'll actually attend, at least make sure you register for the call for papers or apply to speak. That way, you'll be able to make your mark without having to pay thousands for a booth.

If you are attending, sign your contracts and secure your booth space before all the good spots are taken. The back corner isn't necessarily a bad place if it's near the bathrooms and the food court since it’s all about foot traffic.

Based on the size of the show, consider booking your hotel space now. Check into the cancellation policy. If it's flexible, you may want to book more than you think you'll need just in case your team or business has grown by the time the show rolls around.

Don’t underestimate the power of the free offer

Okay. Before you sniff at that premise and protest how downscale that sounds compared to other “more serious” strategies for increasing traffic to your trade show booth, hear me out.

Of course, you should do pre-show outreach to and make appointments with both regular contacts and registered show attendees. Of course, you can bond with clients and future customers by hosting events or speaking on a panel. Create a warm, inviting environment in your booth where visitors can find calm and relaxation amidst trade show chaos - manned by a well-trained staff who can expertly and unobtrusively engage visitors to find out if they’re potential customers. Needless to say, you can use eye-catching and benefit-oriented signage to attract qualified prospects.

But see, there’s just something about the word free that gets people to come in. As you know, when people see their colleagues congregating, they’re bound to wonder what the buzz is all about - and follow suit. So here are some ideas for free stuff - and not necessarily useless knickknacks either - that can create buzz and drive more traffic to your booth:

Free gift just for stopping by - This could give show visitors a solid reason for showing up, absent a new product or new product feature from your company. The right gift can promote your product, engage prospects, and create better recall. It could be a price discount, a free book, or other special gift that will attract someone in your target audience. Forget random items. Attract people to your booth via giveaways that will deliver quality leads.

Free sample - What better selling tool than to give customers a taste of your product or service? Moreover, people love to hang around booths with free samples. Selling a technology or service? Give booth visitors one month’s free use of the tool in exchange for customer information. Selling a consumer product? Sample-size freebies are always a hit. In the hospitality business? A 10-minute neck massage right there and then! You get the picture…

Free workspace - For those with big exhibit spaces only. Trade show guests will always need (very) short-term office spaces to catch up with work or phone calls or to simply take a break. Offer them desk space, some comfy chairs, and plugs and they’ll really appreciate it.

Free WiFi - Visitors will flock to your booth if they know they can get wireless access. Not all trade show venues offer free WiFi; providing prospects with the password in exchange for their contact info is a win-win bargain. Bonus points to exhibitors who can tie up this freebie to their product or service.

Free charging station - An entire day spent at a trade show means that attendees will likely need to charge their phones. Provide walking around-chargers or extra AC outlets in your booth and a place to put the devices on as they recharge - and you’ll be drawing visitors like flies. You’ll also earn their thanks and, who knows, you may even get inquiries about your product or service.

Free food - Who can turn down free coffee, juice, donuts, or cookies? It’s a great way to stave off hunger between booth visits when lunch or dinner is hours away. Moreover, recipients of these free goodies would likely politely listen to a short product pitch in exchange and maybe even ask a question or two. The important thing is, you got them into your booth and gave them a chance to look around and survey your offerings. Don't put the food on the front tables so they can furtively "grab and run." Put the food in the middle of the booth so they are serious about walking in.