10 Tips to Reduce Tradeshow Stress

We’ve all been there before, it’s your last day in the office before the trip and it seems as if you’re still pulling together those last minute requests. Perhaps you even find yourself on the plane second-guessing what you may or may not have forgotten. Don’t worry, you’re not alone.

Because there’s already enough stress in the business world, use the following list must-have items to bring with you the next time you travel to the exhibit hall.

1. Keys to your exhibit property and combination numbers to any product trunks or crates that may have been shipped with your product. Carry these on a single keychain, and always keep a master copy in accessible place back at the office, just in case you need a backup.

 

2. Exhibit badges for you and your staff to access the show hall. These are easier to forget than you suspect, so you might find it easier to distribute these to your staff upon their arrival. Most shows will print duplicates on site, but you can avoid the aggravation by planning ahead.

 

3. Contact information for your staff and vendors. It’s always helpful to consolidate your list of phone numbers and emergency contacts one to two weeks prior to the show. We will provide you with all of your vendor contacts well in advance as well as Echelon’s contact info.

 

4. Proof of services and layout diagrams including hard copies of any show services or third-party rentals, proof of payment and credit card authorizations. You should also bring a schematic of where product is going and suggested graphic locations even if these are not fully determined before you leave.

 

5. Shipping and tracking for inbound product. Avoid last-minute headaches and coordinate shipments from your office and outside vendors by itemizing them with expected delivery dates, piece-counts, and tracking numbers. You might also provide a copy of this list to your Echelon on-site supervisor for a confirmed arrival and preliminary inspection upon delivery.

 

6. An office supply kit because chances are you’ll need a variety of items during the course of the show. The following is a list of suggested items to include: note pads, pens, markers, adhesive tape, scissors, staplers, calculators, hand sanitizer, a small first-aid kit, nail files/Emory boards, an emergency sewing kit (lost buttons and split seams do happen), mints or gum, and tape-guns or packaging tape for the close of the show.

 

7. An extra pair of shoes for the show floor. The wear-and-tear on your feet is among the worst fatigue you’ll experience at multi-day shows. The simplest way to minimize its effect is to alternate footwear every other day. Shoes wear and fit differently, so your soles will appreciate the change.

 

8. Directions to hotels, restaurants and stores because navigating an unfamiliar city can be unnerving. Your staff will likely travel to and from the exhibit hall frequently, in addition to various restaurants or meeting rooms outside of the hall. Spend a few minutes with an online mapping service to outline clear visuals and directions. You might also take the time to search for hardware, drug, department or office supply stores where you might need last-minute items.

 

9. Your personal travel confirmations. In the midst of packing for the show, don’t forget to take care of your own needs! Chances are, you’ll have flight ticket confirmations, hotel reservations, and possibly rental car or limousine/shuttle arrangements. Keep these with you as you travel to make sure you’re safe and on schedule as planned!

 

10. De-stressors for your health. Working a trade show can take its toll on you both mentally and physically. With that in mind, make sure you have plenty of good drinking water and while you’re at it, pick up gum, protein bars or snacks as travel has affected your meal schedule.

 

We hope that these suggestions help you to plan and optimize your efforts in getting ready for opening day. If you have your own tradeshow tips you’d like to add, please comment below!

1. 

   Lindsay Fultz says:

   December 30, 2009 at 12:03 pm

   Great tips Eric! I just went through my checklist and packed everything yesterday for a tradeshow in Jan after reading this blog I realized I forgot somethings in #6!

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2. 

   Eric Lukazewski says:

   January 11, 2010 at 10:28 am

   Thanks for the comment Lindsay! I’m glad this list was able to help in some way. Best of luck at your tradeshow!

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3. 

   Danny Orleans says:

   January 21, 2010 at 4:17 am

   Hey Eric:
   Can I link this list to my newsletter which goes to my clients who are trade show mgrs?

   I always recommend that staff working trade show booths bring Motrin or ibuprophen. Take some at noon as a preventative measure to avoid sore, aching feet. It works like magic!

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     Eric Lukazewski says:

     January 21, 2010 at 8:51 am

     Danny, thanks for your comments. Painkillers are without a doubt, a great addition to this list. Just returning from a recent tradeshow, I can attest that forgetting that could have been a huge mistake!

     Please don’t hesitate to link to this list. I appreciate the support and hope these tips will help you and your clients!

     reply