International fairs: ensure success
Don't panic, but you don't have to fall asleep either: International fairs are serious things since normally you have to carry your product, make special catalogues, deal with suppliers and foreign clients and all of this... in another language. You are the king of English and traveling is your thing?... even so, be careful. Especially on these points:
You can obtain more information about contracting services in this post..
You can obtain more information about the people needed to set up a stand in this post..
Checklist for the organization of international trade fairs.
It is very important to make lists and schedule calls or meetings to review with your provider what is missing. Only then will you know if things are on the right track. Here is a possible checklist to control your participation in the next fair. :
Days before the fair:
1- Space rental
2- Space payment
3- Hotel and flight reservation if necessary
4- Sending graphic material to the fair for the exhibitors' catalog
5- Hiring your stand
6- Advance payment to your provider
7- Sending plans to the organizer for approval of the stand
8- Verify if static calculations (Rigging-tilts) are necessary and that the supplier has sent them to the fair if possible 3 months before the fair.
9- Give your provider the access codes to the service platform so that you can place the necessary services in the shopping cart.
10- Hiring of services: payment of the services that have been saved in the shopping cart. If it is not done through the platform, do it by bank transfer once the budget for the fair has been received.
11- Sending location plans of the services to the organizer and static calculation if applicable.
12- Sending of the fire risk and prevention file, if any.
13- Receipt of homologation of assembly and structures if applicable.
14- Payment of the assembly fee, if any
15- Preparation of the graph for assembly: verification of measurements
16- Delivery of the graph to the supplier
17- Delivery of the Pantone/Ral to the supplier for the color painting of your stand
18- Special packaging of your products for transport
19- Preparation of brochures, cards and promotional material for your company.
During the assembly of the stand:
20- Sending transport with promotional material to the fair
21- Verification that the supplier has assembly passes
22- Verification with your supplier of all the furniture, electrical outlets and details of your stand before assembly
23- Verification of the start of the stand on the 1st day of assembly of the fair.
24- Checking the arrival of material at the fair
25- Verification of existence of all contracted services.
26- Order of photos of the 1st day of assembly if you were not at the fair.
27- Order of photos of the 2nd day of assembly if you were not at the fair.
28- Request for a photo of the 3rd day of assembly if you were not at the fair.
29- Request for a photo of the 4th day of assembly if you were not at the fair.
30- Verification of technical inspection ok at the fair, if any.
31- Notice of arrival to the supplier to coordinate the delivery of the stand.
32- Tour of the entire stand making the necessary paint touch-ups, if any, and solving graphic errors.
33- Removal of plastic carpet and installation of all furniture
34- Cleaning of the stand for delivery
35- Verification of cleaning of the stand during the night in case of being contracted with a fair
36- Photograph errors and failures subject to payment
37- Signature of conformity to the supplier.
38-Pack your product correctly at the end of the fair.39-Verify the time and hire a bull to load your products on a truck.40-Pick up your product at the fair by the transport company.
Don't miss the next chapter of this exciting adventure!
I hope this information has been useful to you. In the next post I will talk about a fundamental issue when hiring your space at the fair: What type of stand suits your needs? How to choose your space at the fair?