8 Crucial Questions to the Exhibition Organization for Exhibitors

When considering participating in an exhibition, it is essential to ensure that the exhibition aligns with your objectives. A good first action is to visit the exhibition once and during that visit, ask several exhibitors about their experiences. Additionally, studying the information on the exhibition’s website in advance will help you. However, having a good conversation with the exhibition organization is certainly also recommended. This will provide you with valuable insights and help you make an informed decision about your exhibition participation.

We have compiled a top 8 of crucial questions that you, as an exhibitor, can ask the exhibition organization before deciding to participate.

Question 1: Is my target audience present at the exhibition?

This is directly the most important question! While most exhibition websites can provide you with general information about visitors, it is wise to inquire further about the specific demographics you want to reach. If your target audience consists of decision-makers from a particular industry, ask whether such individuals typically attend the exhibition. Inquire about the attendance numbers from the past three to five years to see if the event is growing or shrinking.

Question 2: What is being done to attract visitors?

Ask about the promotional plan of the exhibition organizer! How do they make the exhibition known to the target audience, and how do they ensure that the audience believes they cannot miss this exhibition? What content does the organization offer so that the target audience wants to come? Are there speakers? Also, inquire about additional activities, such as early morning opportunities (breakfast sessions) or happy hours that could increase visitor interest.

Question 3: Will I receive a participant list and what information will it contain?

Obtaining the participant and visitor list in advance is crucial for effective marketing before the exhibition. Inquire about the availability of the list and the specific data contained, such as email addresses or job titles. Ensure that the list is up-to-date and verified by a reliable third party. Ask whether there are additional costs associated with requesting data from badge scans. If the exhibition organization does not want to share this data, inquire whether they can handle mailings to specific target groups for you.

Question 4: What promotional opportunities are available for me?

Explore the promotional opportunities available beyond standard sponsorship. Look into inclusion in the exhibition guide, exhibition website, exhibition app, billboards, press releases, or articles that can enhance your visibility. Also, inquire about opportunities to speak and increase your credibility and recognition.

Question 5: Can I get in touch with previous exhibitors?

Ask for insights from exhibitors who have previously participated in the exhibition and are similar to your company. Their perspectives can provide valuable guidance on what to expect and how to maximize your presence. Alternatively, ask if they can send you catalogs from previous exhibitions. This way, you can call some exhibitors yourself and ask about their experiences.

Question 6: What additional costs should I expect?

Inquire about any additional costs aside from stand space and sponsorship fees. Consider costs for storage, transportation, labor, and installation and dismantling schedules. Understanding these costs will help you budget effectively and avoid surprises when the bill arrives.

Question 7: Who will be my primary contact person within your team?

Ensure a smooth communication process by identifying your primary contact person within the exhibition organizer’s team. Confirm their availability for phone or video calls, as clarifications can sometimes be better discussed than via email.

Question 8: Can I have access to the exhibition floor plans?

These are typically provided as standard by the organization. By reviewing the exhibition floor plans, you can assess the positioning of the stands relative to entrances, exits, pillars, and ceiling heights. However, there is more to consider. Nowadays, organizers often allocate prime locations based on the total amount spent at an exhibition. Therefore, it is important to determine what opportunities additional sponsorship can offer you. Perhaps there is a better location that, despite the additional costs involved, is worth it.

With the answers to the above 8 questions, you can make an informed decision about the suitability of the exhibition for your organization. And if the answers lead to participation in the exhibition, you can immediately start working on the action plan and stand design! Do you also want to get started with an effective exhibition participation that fits your objectives? We are happy to help! Please contact our specialists!