How to start to organize info-tech fair/expos in Canada
How to start to organize info-tech fair/expos in Canada

How to start to organize info-tech fair/expos in Canada

While this may seem simple at first, organizing an info-tech fair effectively is not an easy task. For an event to be successful, it must achieve other objectives such as building valuable contacts and increasing sales, producing value-added content, and projecting a positive image of the company.

Another main issue is to control costs and optimize the budget to bring a positive return on investment.

Top signs and strategies

  • Below is a list of what appears to be the most appropriate strategy and signal to ensure success during any type of event.

  • Define objectives properly

  • Prioritize content, not container
  • Good content will help you build and maintain quality contacts and achieve real profitability and effectiveness.

Use technology

Today, the technology applied to events is highly developed and can produce great results for both the creation and dissemination of materials and aesthetics.

The possibilities are endless and constantly changing: 3-D video, high-quality videoconferencing, online classes, mapping, and more. These techniques opened up a wide vane of original and imaginative possibilities and new forms.

Keep the flow of communication

Not only is the event itself important, but it also has to create a steady flow of communication, which is much easier these days thanks to social networks. Using them, the experience can be extended over time, and engagement with colleagues and customers can be maintained. Promoting the event before its event and then prolonging life will now be made easier by the power given by social media.

Manage expenses properly

To properly manage expenses, it is necessary to take into account all issues and factors, use some specialized software and in some cases, seek outside advice.

Add some basics

To bring attention to the event, improve the experience of the attendees and inscribe it on their memories, something original should be added, with ideas that go beyond the usual fare or hacked clichés. Innovate, be creative, and think outside the box. Since most of your audience will have already attended many conferences and events, you should hang out.

Use specialist companies

The complexity of some events makes it very convenient and appropriate to use a specialist company to organize them. In this way, you will improve its condition and creativity, have more power over the final statement, and make optimal use of resources.


A well-organized expo can mean the ultimate success of your event. Happy (and expected return) exhibitors, increased brand awareness, and relationship building are all benefits of a successful expo. But the exposé can be fraught with issues like very few appearances, unhappy exhibitors, severe weather, and paper nightmares.

Take a deep breath. There are many different components involved when planning your expo, our checklist will help you ensure that nothing falls through the cracks.

Step 1: Create an Exhibition Budget

Generally, consider such items as part of your total budget:

  • Set up and tear up like booth cost
  • Venue/performance facility rental fee (don’t forget the tax!)
  • marketing expenses
  • Including insurance, liability, and cancellation
  • Costs for decoration, storage, utilities, and security
  • Any travel expenses
  • Now factor in your estimated booth sales income

Step 2: Select your dress and decorating vendors

Drainage (shipping) companies provide you and your exhibitors with professional shipping and handling and from your exhibitors’ booths. Be sure to select a reputable company in your area (ask for references!) That can offer to track and guarantee timely and damage-free shipments.

Online exhibitor kits can make it easier for your exhibitors to order – and allow you to focus on other aspects of your event. Some decorating vendors also offer shipping services.

Step 3: Design the display space, layout, and usage

In designing your exhibit space, consider:

  • Your floorplan should have enough room so that attendees can move around, as well as maximize booth or table space

  • Include an area for registration, lounge, dining area, charging station, and more.

  • Find out if there is any restriction on lighting or signage – or booth size – at your venue. In some places, signage hanging on walls, or pasting signage will not be allowed.

  • Secure a lead retrieval vendor so your exhibitors can find a way to capture leads at your booth

  • Manage signage, equipment rentals, etc.

  • Be sure to allow for utilities like electricity, phone, internet

Step 4: Create an audience prospectus

Your exhibitor sales kit gives prospective exhibitors all the information they need to decide if your expo is the right fit for them. Kits usually include:

  • Overview of event or letter from the conference organizer

  • Highlights of conference components, such as academic sessions, networking, expo, etc.

  • Basic event information such as date, location, expected attendance, exhibition hall date, hours, floorplan

  • Participant Demographics and Categories

  • Benefits for exhibitors (why you should perform)

  • Exhibitor Package Components, Pricing, and Contracts (Treating Contracts and Rules as a separate entry)

Make your prospectus available on your event website. Try to prepare your next year’s prospectus to distribute on your current year’s event to encourage exhibitors to sign up during the event’s pace and energy.

Step 5: Solitary Exhibitor

Now that you have your prospectus, you will need to find potential exhibitors. Industry publications and websites are good sources for organizations in your industry interested in your publication. Incentives for email marketing, social media, and referrals are ways to attract exhibitors. Put the logo of your current exhibitors on your site to attract similar – or competitive – organizations. Include past participant types so that you can demonstrate that they can reach your target audience, and use testimonials to explain how past exhibitors have benefited.

Step 6: Promote your exhibitors

Build your exhibitors on your event website, with on-site signage, liveware, and conference shows that you appreciate their business and attract other exhibitors.

Step 7: make arrangements for security

Make sure you have on-site security guards to protect the exhibits during non-exhibition hours.

Step 8: Manage Exhibitor Registration

Registration can be the first demonstration for your protestors with your event, so you want to make sure it is a good experience. Encouraging your exhibitors to register their employees online before the event can go a long way toward making registration as easy as possible. Consider using a registration system that can scan barcodes, which helps keep on-site lines to a minimum and can also serve as a lead retrieval tool for your exhibitors.

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