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Top Ten Tips to Organize Your Trade Show Booth

The chaos of a setting up a temporary trade show booth can be overwhelming. There are soooooo many details to cover that making sure you get everything done is priority number one. A close second that can help you achieve your first goal is to get organized and stay organized before, during and after the show. My top ten tips to help you achieve this include the following:

1. Well before you actually attend the trade show, prepare manila style folders with easy to organize tabs / headings that will allow you to quickly and accessibly track necessary information you need to know. While your smart phone may do this as well for you, having a tangible product with these details accessible to your entire team is very helpful in a pinch. For example, show contact names, phone numbers and email addresses are all a must have to have on hand at all times. Folders with customer contact details, appointment times, badge information, name tags for employees and more can all be neatly organized in a system like this and is easy to travel with.

2. Prepare any decorative accessories in advance, even if this simply means having floral arrangements ordered. A plain booth is no fun for anyone and certainly won’t stand out in a crowd, so think about how you can prepare for this prior to arriving at the show to help achieve a better visual presence.

3. Consider practical decor ideas to help accomplish an organized booth. Stack-able file trays, pencil & pen holders, business card displays and more can all help keep your booth organized while also helping in the overall presentation. By planning in advance, you can shop for the perfect accent pieces to match your booth decor.

4. Use “empty space” as storage. There are bound to be extra employee purses, suitcases, boxes and more that need to be tucked away somewhere. Use tablecloths over tables to create a hideaway area for things that don’t need to be seen by your trade show guests. Decorative boxes vs. ugly brown boxes or plastic bins offer visual appeal while storing necessary items, such as extra order forms, tissue paper and anything else you may need. If you can create extra storage in spaces that are being used for other purposes, this will save you from having a cluttered booth.

5. Set expectations with your employees in advance so they aren’t caught by surprise. If you don’t want extra handbags, computers or anything else taking up valuable booth space, tell your employees in advance. By doing this, you will avoid the chaos of trying to shove more stuff in already tight areas.

6. Have order forms, business cards and any marketing materials necessary printed, packed and shipped in advance. Avoid chasing to get these necessary details done at the last minute. The line at the local Kinkos will kill your efficiency in time – not to mention give you a massive headache.

7. Bring blank shipping forms by your preferred shipping provider so you aren’t tracking these down at the end of the show. Better yet, have them written in advance and a pick up already scheduled. If the show you are attending has an exclusive shipping provider, make sure you follow (and know) necessary steps to accomplish your shipping demands.

8. Have little necessities available in your booth to avoid wasted time – or uncomfortable situations – later. Kleenex, mints, hand sanitizer, band-aids, bottles of water and other practical solutions for everyday mishaps / needs are all good to have handy for both your team and your customers.

9. Beyond personal necessities will be the likely cleaning materials you will need. A spilled coffee from the best coffee maker, an accidental broken vase – you never know what will happen, but it’s likely something will. Plus, finger prints kill the look of a clean booth! Windex will be your friend! The heated towel bars and general cleaning supplies to help keep your booth tidy. And in case you are wondering… yes, trade shows typically have an on site cleaning crew, but they are never as fast as you need them to be and don’t always accomplish the goals you want.

10. Set stations for your employees while at the booth. This may seem silly, but the logistics of where everyone is during the actual trade show impacts who comes into your booth. If everyone is hurdled around one table with their heads down looking at their phones, it’s likely people will keep walking by. But if you have one person stationed by the front to casually say hello to attendees and another standing and approachable for attendees to ask questions within the booth, you will seem more accessible to your audience. The goal is simply to make your booth flow in both presentation and personalities.

Finally, to help keep your booth organized, be aware of what you can do to make it better each day. If day one wasn’t as effective as you had hoped, review things that could help make it more effective for day two and within reason, don’t be afraid to make changes mid show. Each business and each booth is unique, so finding a balance that works for you is what matters.

And, of course, our weekly industry review that you’ve all been waiting for: The ultimate gold grills teeth online review by TTHS

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4 Comments

Pingback by Wholesale Goods » Top Ten Tips to Organize Your Trade Show Booth
December 6, 2010 @ 4:33 PM

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Comment by xinhongxiang
December 7, 2010 @ 8:51 AM

i like it . Prepare any decorative accessories in advance, even if this simply means having floral arrangements ordered. http://www.hongled.com ring blank shipping forms by your preferred shipping provider so you aren’t tracking these down at the end of the show.

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Comment by xinhongxiang
December 7, 2010 @ 7:51 PM

more and more business established by internet . the internet plant is more important in our business . my products LED displays , LED lights and so on . http://www.hongled.com . i am seek more and more plant to show my products .

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Comment by Lori Clark
February 28, 2011 @ 11:28 AM

These are amazingly true observations for anyone in a temporary booth at a trade show! My number one pet peeve is vendors eating or texting while customers are walking by the booth, no one wants to interrupt their lunch so they just keep walking! We make sure our booth is fresh each morning and spend extra on fresh flowers to grab attention! xoxo Lori

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