Organising trade show business travels

Organising trade show business travels can be quite challenging, yet essential for companies. It enables them to maximise their attendance during such events. It includes achieving various business goals, such as networking and expanding brand recognition. Yet, to ensure such success, there are diverse challenges that need to be prevented or handled in advance. However, several steps can help in achieving such goals. Here are some steps to organising trade show business travels, especially for large-scale groups:

Consider the objectives and initial details

When organising trade show business travels, especially for large-scale groups, consider your objectives. Determine which business objectives the trade fair will accomplish. It is advisable to

have them noted down as a

checklist. Once done, consider the necessary materials to achieve said goals. These include, for instance:

• considering marketing materials;
• size and particularities of the exhibiting stand;
• budget;
• proportions of the group that will be attending the event;
• participating company division;
• wares that will be presented at the event.

When considering marketing materials, note if items such as brochures are necessary. Also, note what wares would serve most optimally for completing business objectives. A general rule of thumb is that the most novel ones are a must to include. Afterwards, focus on noting the details of the trade stand. Consider, to begin with, the size of the trade stand, ensuring it is spacious enough to accommodate all materials and wares. If they are too extensive for indoors, opt for outdoor stands. Also, consider if details such as water areas or digital technologies are necessary. Once these details are considered, proceed with the budget. These include travel expenses, accommodation, insurance, and production for items. Also, note who will be travelling to the event. It is advisable to have one or more marketing, sales, law and executive members.

Register for the event and note all the fine details

The next step in organising trade show business travels is to register for the event. The hosting dates for the events often vary for exhibitors and visitors, so note them during registration. It is significant, as it determines the accommodating period, especially for extensive events such as Foire de Paris. Also, note what the organisation is providing in its registration contract. Examples include:

• size of the event space;
• type of said area;
• the space your exhibitor booth occupies;
• elements included in the stand, such as lighting, water surfaces, and shape.

Consider the transport for the group and the wares

The next step to focus on when organising trade show business travels is to consider transport. These include noting which transportation options are most suitable for the group and the wares. For example, for travelling overseas, air transport is the most optimal choice for both the group and the wares. If it is by land, a train or truck might be advisable for wares and people. Do not overlook the regulations related to each type of transport. For example, travelling by plane requires carrying a limited amount of luggage.

Also, do not overlook the details related to documents such as customs and visas. It ensures that the transportation of people and wares is successful. Ensure that you have completed thoroughly and correctly all documents. Also, ensure that a sufficient number of copies of all significant documents is available. Similarly, note how your group and wares will be arriving at the venue. Will you opt, for instance, for transporting them by truck and car, respectively? If so, consider where they will be parked. Does the venue, for example, have designated parking, or do you need to arrange for it?

Consider the accommodation

The next step in organising trade show business travels is to consider suitable accommodation. These include noting several vital details. Among them is the type of accommodation that is most suitable based on your requirements and needs. Do not overlook how close you would like it to be to the venue and locations, such as quiet ones. Once you have considered these details, do not overlook where to find affordable hotel offers.

In regard to accommodation, also do not overlook considering early bookings and checking the reliability of the selected location. These include checking the opinions of travellers from the last one or two years. Also, they feature the general opinion of the area where the accommodation is, including its level of safety, its accessibility to the venue, and the bleisure options available.

Do not overlook insurance

Among the steps in organising trade show business travels for large groups is to ensure that travel insurance is incorporated. These include both the extensive group and the wares. It ensures that, should unforeseen circumstances occur, all will be protected and reimbursed. Furthermore, opt for trade show insurance. It is a type of liability coverage meant for businesses that operate booths, stalls or tables at events. Among them are trade fairs, conferences, conventions, and expos. It ensures that you are protected from third-party claims such as physical injury and property damage. Do not overlook goods insurance as well.

When considering insurance policies, be certain to compare and check thoroughly each quote. If necessary, opt for placing them in a spreadsheet and listing their pros and cons before making the selection. Be certain to read thoroughly the contract and note all the details in the agreements, including what they cover, to what extent they cover and how the reimbursement takes place in case of necessity.

Establish communication and monitoring channels

When organising trade show business travels, ensure that all communication channels are operational. These include ensuring that contact between all vital links is active. These include the event organiser, transport service provider, and insurance companies. Furthermore, ensure that you receive regular updates on all aspects of the trade show business trip. These include the progress of vital documents, accommodation, and transport. It is advisable to have digital monitoring applications and tools available. It will streamline monitoring the business travel for the large group's progress.

Be prepared for unforeseen circumstances

When organising trade show business travels, be prepared for unforeseen circumstances. It ensures that, should unexpected changes occur, you will be ready and able to adjust as seamlessly as possible. Several actions are advisable. Apart from the insurances mentioned above, maintain backup accommodation and transport options, especially if attending a top trade show country where such can be seized immediately. Additionally, ensure that you have a list of emergency contacts available. In addition, note down all the consulates and embassies related to your country. Also, note all local emergency numbers. These include the ones for the police, fire department, and medical situations.

Organising trade show business travels, especially for large groups, can be challenging. Yet, various steps can make the task easier. If you would like to learn about them, consider contacting Travel 2 Fairs Ltd.