Getting Ready for the Expos

Get ready, get set – GO! Be a success at the Expos with some surefire tips from us. Here are seven short articles we suggest you read before you exhibit at the next event.

Getting Down to Basics

What will be provided at your booth? And what can you do to get ready? An event overview and suggestions for ways you can prepare for your first Expo.

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Health Dimensions equips every exhibitor member with some standard booth gear as part of our service to you.

  • One table (typically a 6’x3′ banquet table)
  • Black tablecloth
  • Chairs, if requested
  • Electricity, if requested
  • Additional space, if requested and available
  • An umbrella, if the event is outside
  • A light snack and bottle of water

Internet connections are not available. If you have any special requests for chairs, electricity or space, please let your event coordinator know right away.

The List

This is the exhibitor’s ultimate checklist: an inventory of items you should have on hand at every Expo.

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This is the exhibitor’s ultimate checklist:
An inventory of items you should have on hand at every Expo.

  • Signage
  • Business cards
  • Appointment book (or calendar for appointments)
  • Brochures (or other printed materials)
  • Novelty gift items (imprinted)
  • Raffle forms
  • Raffle container
  • Paper weights
  • 25′ all-weather extension cord
  • Paper towels and/or wipes
  • Sun block
  • Breath mints
  • Duct tape or other strong 2″ tape
  • Scotch tape
  • Markers, pens, pencils, ballpoint pens
  • Scissors
  • Safety pins
  • Comfortable shoes
  • Small trash can with liners
  • Bungee cords
  • Jacket
  • Expo profile sheet with event information and directions

Be sure to personalize this with any other specific items or supplies you intend to use on a regular basis.

Making a Professional Presentation

If you want prospects to take you seriously, present a professional-looking booth with easy-to-read signage. Includes pictures and examples.

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First impressions count!

The first step toward winning over your prospects will be the presentation of your booth. Do you have professional signs and literature? Are signs easy to read and engaging? Take particular care when designing the look of your exhibit and consider how prospects might react to it.

Take a look at the following exhibit.

Notice how the company name clearly stands out and has a sign that draws in the eye. Literature is neatly arranged.

The booth representative even coordinated her appearance with the look of the exhibit and is ready and waiting to approach prospects as they walk by.

Branding your business is vital.

Branding incorporates your company’s logo, tagline, color, personality and position statement combining it into one overall consistent message for the audience to recognize. These businesses have clearly identified themselves with their company name front and center. Matching literature is neatly arranged on the table.

Expo Guide to Etiquette

Learn where to position yourself in the booth, how to engage prospects and more.

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Put your best foot forward at the Expos and you’ll be sure to win the crowd. Here are some quick pointers that will make your experience at the Expos the best it can be.

What need to do

  • Arrive early to set up and network with other providers
  • Stand in FRONT of the booth
  • Look at each person as a potential new client
  • Engage people passing by
  • Wear appropriate clothing
  • Listen carefully
  • RELAX!
  • Wear a name tag
  • Offer business cards/marketing materials (include other providers)
  • Thank the prospect for stopping by and listening
  • Make sure audio-visual displays are not too loud
  • Offer a gift and/or service
  • Ask to see, and then sign, corporate raffle ticket
  • Promote your raffle offering
  • SMILE!
  • Ask for their business
  • Wear comfortable, appropriate shoes
  • Treat everyone (including co-workers) with courtesy and respect
What don’t do

  • Eat while at the booth
  • Leave the booth to talk with other providers during the event
  • Wear sunglasses (and no hats indoors)
  • Stand with hands behind your back
  • Cross your arms
  • Arrive late
  • Talk with neighbors or co-workers, excluding prospects
  • Over-sell your product or service
  • Start packing up before the end of the event
  • Assume your prospect knows all about your service
  • Forget to network with other providers; they’re potential clients too!
  • Bring along children or pets

Note: The most important thing to remember is that last-minute cancellations make everybody look bad. Please respect your commitment to us, to your fellow exhibitors and to the corporate host. Please call to cancel…even if it’s only ten minutes before the event.

Leave a Lasting Impression

Do you have the right booth staff? Fact is, 90% of positive reactions visitors have to a booth are due to the people working it. Make sure yours is carefully selected and prepared.

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You want to make a positive impression on potential clients. And how they feel about your company and its product or service will be based on the people you have working at your booth. How does your staff measure up?

Have a can-do attitude

  • Are enthusiastic – they bring their own sunshine
  • Conquer fear of rejection
  • Understand the process of exhibiting (reaching out, relating to, reacting, responding and recording)
  • Are good listeners – are consultative in their approach
  • Are confident – make a good first impression with product knowledge
  • know how to work a crowd – know that time is money

Being Interactive is Everything

Draw more prospects to your booth by making your exhibit interesting and interactive.

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In a perfect world, your product or service would sell itself. In reality, the success of your booth will depend on how interactive it is.

  • What incentives do you offer passersby to lure them in and keep them there?
  • What is your game plan to gather leads?

Ideas to be more interactive

Here are some other examples of what an interactive booth will offer prospects:

  • Body Fat Tests
  • Blood Pressure Screenings
  • Health and Weight Checks
  • Food Samples
  • Vision Screenings
  • Step Tests
  • Financial Fitness Quiz
  • Questionnaire
  • Wheel of Fortune (spin the wheel to win a prize)
  • Fitness Evaluation
  • Golf Swing Analysis

Promote whatever service you are offering in your signage and tell prospects what you’re offering as they walk. Say “come in and get a free health check” or “spin the wheel and win a prize.”

Turn Raffle Entries Into Leads

Leave the Expo with a fistful of leads: host your own raffle drawing!

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Health Dimensions coordinates a main raffle drawing at every Expo. In order to qualify, the employees have to stop by the different booths to get a signature from you on their ticket. We get them to your booth – now how do you plan to use that opportunity to introduce them to your business?

Many exhibitors choose to hold a raffle drawing of their own. It’s a great way to collect leads you can follow up with later. It’s also an excuse to tell your prospects more about YOU.
Here are some examples of raffle prizes you can offer:

  • Gift that relates to your business
    (i.e. a financial advisor might give a book on managing finances)
  • Gift baskets
  • Gift certificates for your product or service
  • Free product
  • Electronic devices (portable CD player, iPod, etc.)
  • Movie tickets
  • Restaurant certificates

If you plan to hold a raffle, you will need about 100 raffle tickets, a raffle box and a prize.