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How to Create a Trade Show Planning Binder

In honor of my upcoming speaking session, titled "Navigating the Exhibitor Kit" during the Exhibitor Show at the end of March, this article will cover one of the topics that will be presented in that session, "How to Create a Trade Show Planning Binder"!

Shortly after show services had processed your application, payment & booth selection, you'll receive your Exhibitor Kit by mail or a link to a website for downloading the paperwork. This kit will include forms for everything from electricity, lead capture rental, booth cleaning, as well as advertising, promotion opportunities, etc.

 
Unless you have a fondness for paperwork, the volume of information you're going to be wading through may seam like a colossal task - at first.

 
Don't worry - after doing a few shows, you’ll be flying through the paperwork in the Exhibitor Kit when you receive it!

OK, enough describing the Exhibitor Kit, let’s dig into the Planning Binder! The first thing you will need is a 2” Binder, preferably with a clear front pocket and spine to insert a cover sheet with the name of the show & dates. Secondly, you will be creating tabs to divide the paperwork into the following sections:

• Event Listings On-line, in Magazines & in the Newspaper - all with a link to my website for more information ; )
• Cross promotion with UniLatina School of Business where the event was held; sent to their database, listed on their website, promoted at Networking Events, promoted at the school, etc.
• Seminar listing on the TradeShow Teacher Website
• Promotion on Social Networking Sites
• Colleagues posted the information on their websites

Once you have all the tabs placed in the Planning Binder, open up that Exhibitor Kit; go through EVERY page of the Exhibitor Kit and place the paperwork in the appropriate tab.

You find that there is not paperwork for every tab you created - that is because you will be adding information throughout the TradeShow planning process such as the company description that you submit, confirmations from registering Booth Staffers, Quotes and Orders from Vendors, Insurance Certificate and so on.

This planning binder is your guide to easily access ALL of the show information in one place. I strongly encourage everyone to create a Trade Show Planning Binder for EVERY show; it is the key item that keeps TradeShow Managers sane - well as sane as possible that is! ; )