How to Host a Trade Show Networking Event

If you want to host a networking event, a trade show is a great way to bring a large number of people with a common interest together under one roof. For your first event you'll want to start small and then plan to grow over time. There are many things to consider, so take your time, leverage experts as much as possible and above all make it fun.

Things You'll Need

• Venue
• Sponsors
• Vendors
• Floor plan
• Vendor kit
• Marketing materials

Instructions

1. Reserve a venue several months in advance and make sure it will accommodate the crowd size you're anticipating. An event doesn't have to be in a huge convention center to be a successful trade show. Look into conveniently located banquet halls, hotels, churches and schools.

2. Seek out sponsors to help defray the expenses of the trade show. Radio stations and newspaper publishers make great sponsors as you can generally barter free advertising in exchange for booth space at event.

3. Layout your floor plan and solicit vendors. Draw a detail of the setup and allow vendors to choose their booth space. Be sure and give your sponsors exhibit areas that are larger than the average booth space.

4. Line up some entertainment to help attract crowds and keep visitors there longer. Invite subject matter experts to speak or give demonstrations and schedule them well in advance so you can include the information in your advertising.

5. Send vendors an exhibitor's kit 4 to 6 weeks before the trade show. Include a cover letter thanking them for their participation and a list of things they need to know such as setup and tear down times, loading dock access, venue restrictions and contact information.

6. Prepare your marketing materials and get them distributed in the weeks prior to the trade show. Use posters, ads in newspapers or magazines, radio spots and flyers distributed through a chamber of commerce, school or other outlet that pertains to the theme of your event.

7. Set up the exhibit and staging areas a day or two before the event, depending on its size. Then allow vendors in the night before or early the morning of the show to set up their booth displays.

Tips & Warnings

• Prepare sponsorship packages with a variety of different levels to allow for small and large businesses to participate. Offer advertising on all event materials, booth space and banners displayed at the show.

• Let vendors know up front if they'll have access to electricity and water as it could affect how they set up their displays.

• If you're renting tables or pipe and drape for the vendor spaces, try to find one company that will provide everything you need. It gets expensive and complicated if you have too many suppliers involved.