A corporate exhibition is an event wherein businesses book a venue for brands to market their products or services to potential customers.
Events are frequently held in a corporate setting to convey corporate objectives, alter company culture, introduce a new product or service, or affect how clients act concerning the brand on the outside.
Here is how you prepare for a corporate event.
Find the Right Location and Time
Prioritise choosing the date of your exhibition because it will determine all other aspects of the event. You must decide on a season of the year that is most likely to draw tourists.Avoid busy periods such as the summer holidays and festival season so that more people can attend. Also, you need to think about your contractors and when they may be busy. Aim to avoid the busiest wedding season because vendors might be reserved for other occasions like weddings.
Set Goals and Objectives
The first thing you need to decide is the corporate exhibition’s objective for your event. Whether it is to launch a product or service, marketing your brand or anything else, having a proper objective will help you to run everything smoothly.The main focus should be the attendees, so their wants and expectations must be kept in mind. Make a list of the things your visitors would expect and ensure to include them in your show.
- Stay in Contact
Constantly keep in contact with your team including your exhibition booth fabricator. Before the exhibition, send them reminders; a week ago will do. This ensures that they are still attending. Be accommodating to the exhibition exhibitors. Make sure their requirements are provided and queries are answered.
Spend Time on Marketing
Invest your time and resources marketing and publicising your outdoor event, the same way you would with one conducted within a structure. Building interest before the corporate show day pays off by getting both the exhibitors and the attendees fired up.Use social media to promote your show. Build anticipation among guests before the event by using tools like content development and email marketing. You can also hire a
corporate event company to help you promote your event and help you in the event management process. Exhibitions with ongoing marketing strategies will always stand out and be more appealing.
The amount of available budget can impact every aspect of the corporate exhibition, from the choice of venue and entertainment, technology, exhibition display spacing and staffing.
Has this event happened in the past? If so, use the previous budget as an estimate to create the new one. Ensure to hike up some of the prices due to inflation.
Figures from past budgets are useful in providing a clearer picture of what certain suppliers will charge. Use these to ensure you are not being over-charged when you reach out to exhibition booth suppliers for initial quotes.
Every corporate exhibition budget, however, needs built-in flexibility. Unseen expenses are common and sometimes supplies cost more than the estimate. So the budget must be created accordingly, along with a contingency fund.
Create a thorough inventory of all the financial expenses for the event lifecycle, such as venue rental, catering, audiovisual, beverages, lodging and travel, employment expenses, marketing, and service charges, once you have obtained costs from suppliers.
- Practice your Communication Skills
You can have the best, expensive location with an extremely large audience, but if your communication skill is lacking, then the people you are speaking to won’t be able to learn anything new or remember the point you were attempting to make.For this purpose, you should practise your words before delivering your address at an exhibition, perhaps with your loved ones, in order to get comfortable delivering your message.You’re performing good once you ask for feedback and the respondents say they comprehended the specific point you were attempting to express.
- Know the Exhibition Visitors
As an exhibition supervisor, you need to collect a huge amount of data, to ensure that you understand as much as you can about the exhibition in advance. The number of attendees is obviously an important factor, but do not look at that figure in isolation. You must make sure that their job descriptions align with the goals of your show.
If you like to produce highly qualified leads, then a show full of non-decision makers will not be of any help to you. Quality over quantity often delivers better results and ultimately better ROI.When planning for a corporate exhibition, be prepared to face certain challenges such as budget constraints, low attendance, etc.
However, planning and holding a business event is a big task, and a lot of time and thinking has to go into it. For any enquiry contact us.