Show Planning and Coordination for
Hotel Trade Shows and Events
Expert Hotel Show Planning
If you regularly put on events, expos and conferences at hotels, you know requirements change at a rapid pace.
There’s almost always something unexpected needed. This gets especially troublesome when you’re on a tight schedule or don’t regularly organize events.
So the moment you engage The Hotel Show Pros to plan and coordinate your hotel show, we contact everyone involved — the facility, fire marshall, vendors, local authorities, etc. That way you don’t run into issues with local requirements or permits.
This step is especially critical when you put on a hotel show.
The Alliance Advantage
Continuous contact with everyone involved in your show
Reviews of local permits and regulations
No delays or surprise fees
Complete Hotel Show Coordination From Start to Finish
Unlike convention centers that hold trade shows all the time, hotels can go months without an event.
As a result, if you don’t have someone staying on top of all the permits, requirements and regulations, your show is at risk.
Contact us today for a free quote and get access to extensive nationwide resources, state-of-the-art technology, custom booth design, competitive pricing, and unparalleled reliability!
Quick Tips on Planning a Trade Show
Establish your goals and objectives
Your goals and strategic objectives should serve as a roadmap to your entire game plan. Whether it’s raising brand awareness, generating leads, or building relationships, create a clear action plan to focus on.
Determine your budget
Calculate the costs of your exhibit space, exhibitor furniture rental, exhibit design, booth installation, shipping, storage, marketing materials, promotion, on-site services, lead generation, and follow-up, etc.
Create a team
Pick and train your exhibit staff to ensure they’ll create excellent first impressions and engage leads.
Design an eye-catching booth
Design an attention-grabbing booth that reflects your goals and objectives. A comfortable refreshment area with plenty of meeting space is a huge plus that your leads will love.
Pick your logistics partners
With reliable shipping, installation, and storage vendors, you’ll ensure everything arrives at the venue in time for the show.
Plan lead engagement techniques
Prepare an in-booth presentation, product demos, and interactive media for generating leads. You can organize a game or contest as well to entertain visitors through immersive experiences.
Quick Trade Show Checklist
To help you get a clear picture of all the steps for planning a trade show, we’ve created a quick checklist to guide you through the process:
- Set your goals and objectives
- Research your target audience
- Set the budget
- Reserve your exhibit space
- Research participating competitors
- Design your trade show booth
- Prepare marketing materials
- Get the products ready for demos
- Lockdown the logistics
- Select and train your trade show team
- Make hotel and travel arrangements
- Plan on-site entertainment
- Choose a caterer for the event
- Promote your exhibit presence
If you need help with trade show planning and coordination, we’re here for you. The Hotel Show Pros can ensure your event goes off without a hitch and you don’t experience any delays or budget overruns.
First year out after so many years with Freeman was a change for us and our exhibitors, and we all came through with flying colors. Even the one snafu with an exhibitor prior to the show was resolved with great service and professionalism by Alliance and our exhibitor was very pleased.
Thank you all. We look forward to working with you next year!
Best,
Doug
Doug Conrad, NANT Meetings Manager – National Association of Nephrology TechniciansThe Alliance Team was absolutely amazing to work with and I could not thank them enough! From pre planning to on-site, I always felt supported. The Business Summit could not have been a successful program without them! I look forward to working with Alliance again in the future!
Nicole Sheffler, Meeting Event Manager – Maritz Global EventsIsis was amazing to work with and all is great. I appreciate your assistance.
Shelley Pickardt, Transforming Quality Conference – Children’s Hospital AssociationDamaris is an absolute pleasure to work with. She is very professional and was very happy to help whenever she could. Her assistance on site was appreciated. She even picked up her phone when I pocket dialed her by mistake one night. You have a gem in her!
Megan Parsons, Southern Nursing Research Society (SNRS)We exhibited at the AANAC conference in St. Louis this week and your crew was GREAT. All were very courteous and accommodating. And at the end of the show our shipping containers were delivered promptly. I would especially like to call out who I am assuming was the team lead on this crew – John. So nice, so helpful, proactively making the rounds early to ensure you had all of the appropriate shipping paperwork so that at the end of the show we could focus on getting packed up. Thank you for a job well done!
Denise Alston, Governors Highway Safety AssociationThe RIA Show has come and gone! The buzz I heard was great and the Exhibit Hall was a fabulous success. The whole Alliance team did a great job. The signs looked beautiful and were clear and easy to read! The specialty signage was fabulous (windjammers, yard signs, BIG CHECK and double sided meter boards). And the Golf Club GM even commented that the Hole Sponsorship Signs were the best they had ever seen used at the golf course. It was great to work with you on this show and I look forward future events!
Julie Dermis, CMPIt was a pleasure working with you and TEAM Alliance-Exposition!! I knew from the very start our working relationship would be everlasting. I am so glad Nicole Unger connected the dots. She had to know it would be a perfect fit. I am also happy to hear how friendly the vendors were and that TEAM Alliance-Exposition had positive feedback. Next year should be no different. I did not receive any complaints from the vendors so I have to say Kudos to TEAM Alliance-Exposition for a job well done!!
Eric Fong, Creation Hospitality