1. Pre-Show Preparation (Planning & Design)
This is the most critical phase that determines the success or failure of the exhibition.
1-1. Setting Objectives and Goals
- Clarify the purpose (e.g., new customer acquisition, brand awareness).
- Set specific numerical targets (total leads captured, number of “A-Rank” qualified leads, number of meetings arranged).
1-2. Concept, Product, and Booth Selection
- Narrow down the products/services to highlight based on the exhibition theme.
- Determine the core concept and catchphrase to promote.
- Design the booth layout and aesthetics to match the target audience.
- Select the booth construction contractor and finalize the setup schedule.
1-3. Preparation of Handouts and Promotional Items
- Prepare distribution materials such as product catalogs, company profiles, and case studies.
- Select and order giveaways (novelties) that trigger conversations.
- Organize a system to distribute materials based on attendee interest levels and manage inventory.
1-4. Attendee Attraction (Promotions)
- Complete sending invitations to existing clients.
- Promote attendance via website, newsletters, and social media.
- Secure advance appointments for booth demos or private meetings, specifically with key prospects.
1-5. Preparation for Presentations and Demos
- Finalize content for booth demonstrations and stage events.
- Assign speakers/demonstrators and complete rehearsals.
- Test demo equipment and video content to ensure proper operation.
2. On-Site Operations (Negotiations & Engagement)
Focuses on engaging with attendees and capturing leads (potential customers).
2-1. Attendee Engagement and Lead Capture
- Finalize staff allocation for reception and distribution duties.
- Explain products and services to booth visitors.
- Capture contact details via business card exchange and surveys.
- Qualify leads upon exchanging cards by recording “Interest Level (Rank A/B/C)” and “Specific Issues/Timeline.”
2-2. Demonstrations and Presentations
- Conduct regular product demonstrations or mini-seminars.
- Actively announce start times to gather crowds and generate traffic.
2-3. Meeting Management
- Set up meeting spaces for high-interest visitors or pre-booked companies.
- Share the meeting schedule among staff to ensure strict time management.
2-4. Information Gathering
- Actively visit competitor booths to gather information on market trends.
- Share feedback with the operation team to adjust strategies in real-time.
2-5. Venue and Operations Management
- Manage staff shifts and breaks to maintain smooth operations.
- Manage booth reception duties smoothly.
- Monitor and replenish inventory of materials and giveaways.
3. Post-Show Follow-up
Critical activities to convert acquired leads into actual sales. We will hand over all collected data to you.
3-1. Thank-You Emails and Material Delivery
- Send thank-you emails to all visitors promptly after the show.
- Send promised materials immediately.
- Personalize emails (segmentation) based on lead rank and product interest.
3-2. Appointment Setting and Opportunity Creation
- Prioritize listing “Rank A” (high-interest) leads.
- Rapidly secure appointments for visits or online meetings with A-Rank leads (we can handle this on your behalf).
- Utilize information gathered on-site (issues/timeline) to advance specific business opportunities.