E xhibiting at a trade fair always involves certain risks as the costs are rather high compared to other marketing measures Below we have compiled some factors that can significantly lower the expense Be well organised If you want to cut your company s trade show costs drastically there is no way around meticulous planning It is of the ut most importance to get all the necessary measures and tasks done as early as possi ble so that deadlines can be met In addi tion being well organised means that you won t overlook any hidden cost factors elim inating costly express charges for last minute jobs from the start As a rule companies should order extra services like telephone connections Internet electricity and water no later than ten days before the start of the event Practice shows that you can expect costs to be around one fifth higher any later than that Moreover exhibitors should meas ure their capacity requirements generously to avoid bottlenecks and surcharges Be well equipped There s no doubt that exhibition equipment accounts for a large part of costs Therefore companies should for example opt for preferably functional elements that enable you to change the graphics and banners so as to be used at multiple events In addition equipment should permit compact folding to avoid expensive transport and storage costs High quality marketing equipment is often substituted by cheap alternatives to save costs But practically speaking this is not a good idea Poor equipment is more prone to breakage and often of an inferior functional ity and appearance In the long run the need for extra purchases or repairs often makes cheap equipment an expensive misinvest ment Exhibitors should rather opt for less but high quality trade show equipment This saves both printing and material costs In ad dition it will make a better impression on potential customers Get a good design Any required designs and graphics for adver tising banners and mobile exhibition walls should also be completed well before the first day of the trade show By avoiding unneces sary errors in trade show planning exhibitors can rule out the risk of needing costly over time work Order in bulk Printing brochures banners and similar ma terials is also a significant cost factor which can be systematically reduced Companies often benefit from quantity discounts when placing bulk orders Therefore exhibitors should have all the materials they need pro duced at one go to effectively lower printing costs Less is more Less is more is a rule that also applies to the amount of company brochures and ad vertising material Just take as many copies as you really need To avoid leaving visitors empty handed exhibitors can also offer to send brochures by post or e mail Optimise transport costs Your transport cost burden is closely related to the equipment you use For example smart foldable mobile booths can cut down on the necessary transport volume and hence costs The same goes for lightweight exhibition equipment such as booths made of aluminium Being well organised also re duces transport costs Exhibitors should know exactly how many containers they need and how much they weigh Cut travel costs Travel arrangements of staff members and booth staff to the event should definitely be planned well in advance Booking rail travel flights transport and hotels early on can save you a lot of money In addition exhibitors should not be too shy to ask for group rates or special terms when booking travel tickets Smart set up planning It is definitely advisable to schedule normal working hours only for stand installation Doing so will safeguard exhibitors from ex pensive surcharges such as in the case of weekend work for example Likewise over time work should be avoided at all costs 107TradeFairs Internation al 3 2017 TFI KNOW HOW Expert Per Schwarz managing director Nord Display Lüneburg Contact ps norddisplay de How can exhibitors cut costs

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