How To Host A Convention: Trade Show Booth Layouts And More

Published: 14th September 2011
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You might not realize it, but convention organizers make money just like the individual businesses that attend them. The fees you can collect for trade show installation registration and trade show booth rental can cover overhead costs as well as bring in a profit for the event organizer. On top of this, consumers sometimes pay fees at the door to get in, adding to the total profit for the organizer. As a money-making tool, it works best when you have enough companies signed up to create a draw for consumers.

In order to plan such a large-scale event, you have to be organized and extremely good at planning. From floor layouts to scheduling and logistics, there is no margin for error in the industry.

Trade Show Stand Layout Matters

One of the first things to tackle is choosing the venue and configuring the layout of the show. When selecting a conference hall, you need a room that will accommodate a variety of trade show booth types and styles. It should also be big enough that it holds enough vendors for you to recoup your expenses for hall rental. It's a good idea to plan for a venue that holds slightly fewer than the number of businesses you expect to participate. That way, you can avoid having empty trade show stand lots on the day of the convention. When establishing a floor plan, maximize space and charge premiums for trade show installation areas on the ends or corners of aisles and for those that have amenities like extra electrical outlets.

Get Sponsorship

You can further defray your upfront costs by asking for sponsorship partners. Local TV and radio stations and other media outlets are great choices because they will not be directly competing with the vendors who sign up for a trade show booth. They will also help you promote the event when they print ads or schedule TV commercials announcing their presence at the convention. Offer sponsors prominent booth space with plenty of room for their trade show installation to make underwriting the event more appealing to them.

Bring Entertainment To The Event

Entertainers attract crowds and bring in the people you need for a more successful event. You can invite industry professionals to speak at the event and offer tips and advice. Professional motivational speakers are another great choice for entertainment. You can book more than one speaker if you have the budget for it and schedule the speeches throughout the duration of the event. Get a contract for each speaker well in advance of the show so that you can include them in your advertising and promotional materials.

Advertise, Advertise, Advertise

People will not come to an event they don't know is happening. Develop marketing and promotional materials and advertise through a number of different types of media ahead of time. You might consider TV and radio commercials, newspaper ads, online advertising, posters, and direct mail flyers to name a few.

By keeping these things in mind, you can hold a very successful event and fill every trade show booth at the venue. The key points to remember are organization, promotion, and planning.

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