Exhibitor Manual – four questions successful organisers ask

An Exhibitor Manual is a key cog in the success of tradeshows – if you know the right questions to ask.

To execute a smooth show, you need your exhibitors prepped up for the launch.

This Exhibitor Manual equips them with all the logistics info and instructions for a smart exhibit set-up.

It includes details such as the show schedule, floor plan, and rules and regulations – and becomes the reference point for exhibitors to ensure their experience at the show is seamless.

Here’s a short video to give you a better idea how an Exhibitor Manual works ⤵️

We asked tradeshow organisers what questions they had about Exhibitor Manual for their show’s success:

Here is what they said ?

Qs #1 How do I activate the Exhibitor Manual for my show? ?

Event tech providers catering to tradeshow organisers usually offer Exhibitor Manuals as one of their modules.

E.g. In ExpoPlatform, organisers can simply turn on the module called Online Exhibitor Services in the module management section under the admin panel.

The manual can then be reviewed and customised by the organiser as per their show needs.

Once the module is turned on, it becomes visible to exhibitors.

Different manuals are available based on the exhibitor profile, who can fill the info and upload/download documents as per the instructions.

Qs #2 How to upsell exhibitors using an Exhibitor Manual? ?

The Exhibitor Manual presents different marketing and promotional opportunities available to exhibitors.

It provides details on how exhibitors can take advantage of these opportunities to maximise brand exposure and engagement with event attendees.

These include:

1. Advertising opportunities: Offer exhibitors the chance to purchase ad space, digital signages or on the trade show website. Highlight the benefits of increased visibility and exposure to a targeted audience. Provide pricing details and clear instructions on how to secure advertising space.

2. Sponsorship packages: Showcase various sponsorship packages within the exhibitor manual. Outline the benefits of different sponsorship levels, such as prominent booth placement, logo placement in marketing materials, speaking opportunities, or exclusive branding rights. Present a tiered pricing structure and highlight the value and advantages each package offers.

3. Enhanced booth services: Offer exhibitors upgraded or enhanced booth services to enhance their presentation and attract more visitors. This can include options such as additional lighting, customised booth graphics, premium furniture, audio-visual equipment or interactive displays. Detail these services in the manual, including pricing and how to request them.

4. Lead generation tools: Introduce lead generation tools or services to exhibitors through the manual. Offer options such as lead retrieval systems, badge scanning devices, or digital lead capture solutions. Highlight the benefits of these tools for capturing and managing leads effectively. Provide information on pricing, features and instructions on how to request these services.

Qs #3 Can I set deadlines for exhibitors based on exhibitor categories? ?

Completing various forms within specific deadlines is necessary for a smooth tradeshow experience.

Failure to do so can result in delays, additional expenses and even loss of exhibition space.

Some commonly used forms are:

1. Booth order form: Used to request booth space and any additional equipment or services needed such as electrical connections, internet access, furniture, signage, etc. The deadline to submit this form is usually several weeks before the show.

2. Shipping and material handling forms: These forms provide instructions on how to ship exhibit materials to the show site and how to arrange the handling and storage of these materials. Adhering to the deadlines is essential for timely delivery and efficient handling of the exhibition materials.

3. Insurance and liability forms: Exhibitors need to provide proof of insurance coverage and to acknowledge certain liability and indemnification clauses. The deadline to submit these forms is usually several weeks before the live show.

4. Staff registration forms: These are used to register booth personnel and to obtain badges for entry to the show floor. Exhibitors must provide the names and contact information of their staff members by the deadline set by the organiser.

5. Marketing and promotional forms: An Exhibitor Manual also includes forms for exhibitors to promote their participation in the show, such as advertising and sponsorship opportunities, press releases, and social media campaigns. Deadlines for these forms may vary depending on the specific promotional activity.

Setting submission deadlines for these forms helps organisers exercise more control over the Exhibitor Manual.

They can also set up email templates to set reminders for exhibitors if the deadline is approaching.

Qs #4 Can exhibitors use the manual to add members? ?

The ability to add team members offers several benefits, such as:

1. Efficient communication: All team members are informed about important updates, deadlines and any changes related to the tradeshow. This leads to smoother operations and a more cohesive presence at the event.

2. Improved collaboration: Exhibiting at a tradeshow often requires a collective effort from the exhibitor’s team. Allowing exhibitors to add team members facilitates collaboration and division of tasks with shared responsibilities and exchange of expertise.

3. Streamlined access and credentials: Exhibitors can easily input the necessary information for each team member, including their names, titles, and contact details. This streamlines the registration and check-in process, reducing wait times and ensuring smooth access to the event for all team members.

4. Training and preparation: Exhibitors can ensure all team members are well-prepared and aligned with the company objectives by providing centralised access to training documents, guidelines, booth setup instructions and any other relevant materials in the manual.

In ExpoPlatform’s Exhibitor Module, the exhibitors can add team members within the allowable limit of their profile through their profile.

Organisers also have the option to add them through the admin panel.

Also read: The complete guide to making tradeshow onboarding easy with Exhibitor Manual

We hope you enjoyed reading this article and found it useful. At ExpoPlatform, we want to help you build better events and communities. Please get in touch and ask for a demo here. Thank you ?