I recently spent two days at the Intersolar North America tradeshow in San Francisco for our solar infrastructure client, Unirac. As is par for the course with any event, preparedness means expecting the unexpected. Here is a list I’ve put together of items that should be in every PR practitioner’s tradeshow toolkit to ensure everything runs smoothly.
Briefing materials:
- Detailed schedule – This should have schedules for each executive complete with each meeting location, contact phone numbers (including cell phones!), email addresses and short meeting details
- Maps of the conference and surrounding areas
- Key messages for the company as a whole, as well as any specific key messages for new products or features being launched around show time
- Copies of press releases for any relevant announcements that you will be discussing
- Background on every media/analyst meeting – A complete briefing document should have not just contact information and background, but key messages to stress, a photo of the reporter/analyst (so executives can easily recognize them), sample articles and details of their relationship with the executive and company
Miscellaneous helpful items:
- Pens/pencils – just in case your client forgets
- Sewing kit with double stick tape and safety pins – you never know when someone might lose a button or need a last minute fix before an interview, especially when on camera
- A hint of neutral toned makeup powder – to keep faces from getting shiny on camera
- Compact mirror, hairspray and comb – does this really need an explanation?
- A good watch – although most people check time on their phones these days, a watch is much more discreet and you won’t be mistaken for checking your email during a meeting
- A lightweight bag – while you should try to carry as much as you can on your person, any tradeshow neck pouches are useful for your badge, a few extra tissues, some pens and extra business cards
- Shoes with really good arch support – enough said
- Snacks & drinks – sometimes it’s a long time before you get a proper break to eat, and if you’re like me, a snack can go a long way to supply you with the energy to conquer a show
- Extra everything – you never know when an extra nametag, sharpie, or paper clip might come in handy
Tradeshows are full of chaos, but with a few things at hand, you’ll always be prepared. What are some of the things you won’t go to a tradeshow without? Ever wished for something on the spot, and had it with you at every tradeshow since?
Lisette Rauwendaal can be reached at [email protected]. Follow her on Twitter @lisette.
Comments