Hotel Show Planning and Coordination | Event and Expo Management

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.