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  • Writer's pictureExhibit Associates

Big Plans!

Planning for a major trade show like CES requires meticulous attention to detail and strategic planning. Here's a comprehensive guide to help you make the most of your budget and ensure a successful exhibition:


### 1. **Booth Planning and Design**

- **Define Objectives:** Identify what you want to achieve (e.g., lead generation, brand awareness, product launch).

- **Hire a Booth Designer:** Engage a professional exhibit designer to create a booth that stands out. Consider interactive elements, technology integration (e.g., AR/VR), and a welcoming layout.

- **Booth Features:** Plan for demo stations, seating areas, storage, meeting rooms, and visual displays.

- **Custom Graphics:** Invest in high-quality graphics that convey your brand message clearly.

- **Technology Integration:** Incorporate screens, interactive displays, and product demos to attract attention.


### 2. **Logistics for People**

- **Travel Arrangements:** Book flights and accommodations early for your team. Consider proximity to the event venue.

- **Transportation:** Arrange local transportation for your team and any equipment.

- **Staffing Plan:** Determine who will be at the booth, schedule shifts, and ensure adequate coverage.

- **Training:** Provide training on product knowledge, booth etiquette, and lead capture methods.


### 3. **Marketing and Promotion**

- **Pre-Show Marketing:**

- **Email Campaigns:** Notify your existing customers and leads about your participation. Include details of what they can expect at your booth.

- **Social Media:** Promote your presence on all relevant platforms. Use event hashtags and create engaging content (e.g., teasers, behind-the-scenes).

- **Press Releases:** Announce your participation and any special events or product launches.

- **Website:** Create a dedicated page for CES with information on your booth location and schedule.

- **Partnerships:** Collaborate with industry influencers and media for broader reach.

- **On-Site Marketing:**

- **Promotional Materials:** Prepare brochures, flyers, business cards, and branded giveaways.

- **Engagement Strategies:** Plan activities like live demonstrations, contests, or presentations to draw in attendees.

- **Lead Capture:** Use digital tools for capturing leads efficiently (e.g., QR codes, lead retrieval apps).


### 4. **Budget Allocation**

- **Booth Design and Construction:** Allocate a significant portion for booth design and build.

- **Travel and Accommodation:** Ensure comfortable and convenient arrangements for your team.

- **Marketing and Promotion:** Invest in both pre-show and on-site marketing activities.

- **Technology and Equipment:** Allocate funds for technology rentals, AV equipment, and interactive displays.

- **Miscellaneous:** Set aside a contingency budget for unforeseen expenses.


### 5. **Vendor Coordination**

- **Select Vendors Early:** Choose reliable vendors for booth construction, AV equipment, catering, etc.

- **Coordinate Deliveries:** Schedule deliveries to the venue to avoid last-minute hassles.

- **Service Contracts:** Review and sign contracts well in advance.


### 6. **Post-Show Follow-Up**

- **Lead Follow-Up:** Plan for immediate follow-up on leads collected during the show.

- **Debriefing:** Conduct a debrief meeting to assess what worked and what didn’t.

- **Reporting:** Prepare a detailed report on ROI and other key metrics.


### Timeline Overview:

- **6-12 Months Prior:** Finalize objectives, book booth space, hire designers, and start marketing.

- **3-6 Months Prior:** Confirm travel arrangements, finalize booth design, and ramp up marketing efforts.

- **1-3 Months Prior:** Train staff, finalize logistics, and prepare all materials.

- **1 Month Prior:** Confirm all bookings and arrangements, conduct final training, and initiate final marketing push.

- **Post-Show:** Follow up on leads and assess performance.


By starting your planning now, you'll be well-prepared to make a significant impact at CES 2025.

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Exhibit Associates excels in creating custom trade show #exhibits and booths, blending innovative #design with interactive technology for brand-centric displays. Their commitment to sustainability is evident in their eco-friendly booth solutions. Offering a full spectrum of services, from #design and marketing to# logistics and booth rentals, they ensure seamless event experiences. Their expert project management leads to impactful installations and effective marketing strategies, streamlining the path to memorable exhibitions."


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