Trade show season is here – how to get around the fairgrounds
فهرست مطالب
Exhibition season is here: How to survive and profit!
Booth Construction and Decoration System – Seyyed Mehdi Najafi – When autumn comes, it seems like a big wave of work and excitement sweeps everyone away. How do I know that autumn is the season of exhibitions? From an email inbox full of letters that has become like a battlefield and a coffee budget that has tripled!
It’s always like that; it starts slowly. An email comes in about when a shipment will be shipped and you think, “Wow, we still have plenty of time.” But two weeks later, you’re buried under a pile of plans, phone calls, shipping paperwork, and a slew of “urgent” requests that are only urgent to the sender.
It’s as if our accounting colleague appears every ten minutes with a “small question” that is neither small nor a question!
If you’ve ever hid in a warehouse with a chocolate bar and a tired look, then you know exactly what I’m talking about. The so-called “work-life balance” is more like a joke this season.
But don’t worry, we can get through this without going crazy. It just takes good planning; a plan that is both practical and smart enough to work.
For me, every fall feels the same. Just as the kids head off to school with their colorful backpacks, I head to the fairgrounds with my booth and display gear. Honestly, getting kids ready for school and getting a booth ready aren’t that different. Parents buy pencils and notebooks and lunch bags, and I have to make sure the graphics, staff, and transportation are organized. Both are hard, both require caffeine, and in both, there’s a moment when you ask yourself, “Why didn’t I start sooner?”
Below, we’ll review these similarities and see how preparing for the exhibition is exactly like the first week of school.
Trade show season is here – how to get around the fairgrounds
A simple checklist for staying calm at work
1. Prepare everything in advance
. Parents buy notebooks and pencils for their kids. My list includes booth graphics, chargers, shipping labels, and promotional items. I’ve learned the hard way that forgetting just one wire can be a disaster on the day of the show. So make sure you have a checklist and don’t forget anything.
2. Don’t forget the times.
Parents worry about school transportation. I worry about the transportation company, the time to set up the booth, and my colleagues forgetting their flight times. If you forget just one little thing, the whole plan falls apart. I write everything down like a textbook, meticulously, and I always carry a copy with me.
3. Appearance and presentation are important.
Kids want new sneakers, and I want new graphics and booth decorations. People notice these things. If my colleagues show up at the booth in wrinkled clothes or our posters are out of date, we are not ready. A little attention to appearance can have a very positive impact on our image.
4. Practice and preparation are the first condition.
Just as I tell the kids to study their lessons, I have to make sure that all team members know the product descriptions and are familiar with how to work with the devices. If we are not prepared, it will definitely be obvious. And here, like on a math exam, there is no half-and-half grade!
5. It’s normal to be nervous on the first day
. I’ve seen this feeling in both the kids and myself. Have I considered everything? What if no one comes to our booth? What if the machines don’t work? I tell myself the same thing I tell the kids: “You’re ready, you’ll get through it, and once you start, your fears will melt away.”
6. Don’t forget the snacks.
Parents leave snacks for the kids so they don’t go hungry. I also bring snacks for my team. Otherwise, one member will go to buy coffee and come back an hour later! Having a box full of snacks will keep everyone in the booth.
7. Take post-fair follow-up seriously
. Teachers send notes to parents. I get notes and emails from suppliers, organizers, and even my colleagues. The real work begins after the fair is over. If we do poorly here, all the hard work has been wasted.
8. Watch your expenses.
Parents have lighter wallets after buying school supplies. I also face heavy bills after the fair. Booth rental, transportation costs , staff salaries, and warehousing. If I don’t plan my budget in advance, things can get really messy.
Trade show season is here – how to get around the fairgrounds
How to stay away from stress and chaos?
Exhibition work, if not managed , will take up all your time. I always make two lists:
List 1: Includes three things that, if done, will make the show a success for us, such as booking important appointments or preparing a reliable way to follow up with customers.
The second list: includes tasks that are just time-wasters, like repeatedly editing a brochure that no one reads or deciding what promotional gift to buy that will make the pen click better!
I care about the first list and put the second list aside for “later.”
Key point: If you look at everything as an urgent task, nothing really seems important. I once spent a week deciding how big our company logo should be. But visitors only remembered our free coffee!
Trade show season is here – how to get around the fairgrounds
How to keep the team happy and energetic?
Those in the booth aren’t the only people who make the show happen. The marketing department has been working on content for months, the design department has been up late at night, and the purchasing department has been trying to find special promotional gifts.
If the team is tired and bored, the work will falter from the very beginning.
My solutions:
Give your team a break between tasks. Staying up late and being stressed out is not a sign of smartness.
Hold a meeting and say that no question is too small. Everyone should voice their concerns.
Divide the responsibility of contacting suppliers among everyone so that no one person is overwhelmed.
When someone does something nice, thank them. Your thank you doesn’t have to be too formal, a simple “Thank you” will do.
Key point: People will always remember how you treated them in those difficult situations, not what you asked them to do.
Once, before a trade show, I brought the team a sandwich for breakfast. Ten minutes later, everyone was laughing, and the mood had changed. Sometimes, a little action can make all the difference.
Trade show season is here – how to get around the fairgrounds
In this hustle and bustle, don’t forget yourself.
The exhibition takes you to a new city and a completely different daily routine. If you’re not careful, you won’t know what day it is or where you are.
I try to define a series of small, consistent tasks for myself before starting this hustle and bustle:
Every morning, before I check my email, I set a small goal for the day.
At the end of the day, I write down three of my good and three of my not-so-good things. Just ten minutes of writing gives me a lot of peace.
I set a specific time to finish the work and stick to it.
A small device that is always with me and makes me feel good. For me, it’s a nice cup of coffee and my favorite music.
Key point: If you wait for the “right time” to rest, that time will never come.
If you’re traveling with a team , try to have at least one dinner without talking about the exhibition. It might feel strange at first, but everyone will get used to it. We usually play the game “Two Truths and a Lie.” Try it!
A few small and practical tricks
**Friendship System:** At the booth, everyone has a friend to look after them. Your friend reminds you to eat lunch and you remind them of the name of an important customer.
Gift-giving: Keep a tasty treat in your bag and share with other stallholders. A small cookie can make you a new friend.
Get some fresh air (don’t smoke): If you get stressed, step out of the booth for a few minutes, get some air, and then come back.
Close email: On busy days, try to take a few hours off from checking your email. You’ll see how much more productive work you’ll accomplish.
Take a walk: Take a short walk before you start work. This will signal to your brain that it’s time to work.
Orthotic insoles: Buy a orthotic insole for someone who has to stand for hours. They won’t forget about their tired feet!
Don’t forget the coffee: If you see a supplier or collaborator looking tired, buy them a coffee. This will make you popular!
Key point: Running a successful exhibition is a team effort. No one person can do it alone.
The last word
Trade show season can really get on your nerves. You’ll be getting so many emails and calls that you’ll think your phone is glued to your hand!
But if you plan, take care of your team, and take care of yourself, you will definitely get through this stage successfully, without getting nervous.
And let’s be honest, you might still need a short break in the barn at some point. That’s okay! Just remember to bring a snack for yourself and your friends.