The First San Francisco Bay Area
Virtual Enterprise Trade Fair
Held by the Kern High School District in conjunction with South San
Francisco HS, James Logan HS and Benicia HS
Registration Information Booklet
March 6-7, 2004
South San Francisco Conference Center
255 South Airport Boulevard
South San Francisco, California 94080 (United States)
Your invitation to the “San Francisco Bay Area” Trade Fair
Dear Virtual Enterprises and Practice Firms,
You are cordially invited to attend the First San Francisco Bay Area Virtual Enterprise Trade Fair
which will be held in South San Francisco California, in conjunction with the Kern High School
District, South San Francisco HS, James Logan HS and Benicia HS. International Virtual
Enterprises are especially welcome to attend and participate in this exciting event.
The San Francisco Bay Area Trade Fair will be held at the South San Francisco Conference
Center, 255 South Airport Boulevard, in the city of South San Francisco. Many California Virtual
Enterprises from all over the state, nation and world will be showcasing their virtual products and
services. Students in these enterprises will be demonstrating their competencies in a wide range of
areas: business planning, marketing, selling, self-management, financial planning, public relations,
e-commerce and communications. This event provides an opportunity for healthy competition,
self-assessment and benchmarking!
The opportunity to participate in these California events provides a unique opportunity to see
United States skills development. A series of business education competitions will be conducted
for enterprises (students and teachers). Draft program of competitions is found on the following
page. The public will be provided with virtual checks to enable them to take part as customers in
the Trade Fair.
This Registration Information Booklet provides the information you need to:
Prepare to participate and compete in educational competitions
Up-to-date information about the Fair will be sent to registered companies as soon as available.
Also information can be found at www.virtualenterprise.org. Please check the web site from
November 15 on for the most updated information on the event. Please contact the California
Virtual Enterprise Center for further assistance if you cannot get required information on the event.
Wishing you an exciting and productive Trade Fair!
The San Francisco Bay Virtual Enterprise Trade Fair Committee
Kern High School District & California Virtual Enterprises
The Trade Fair encompasses two days of activities. Day 1 for registration and reception for
participating companies. The registration and welcome reception will be held from 6:30-9:30 PM
in the Holiday Inn South San Francisco International Airport North banquet / ballroom area.
Day 2 is Student Competition Day and Trade Fair Public Trading with a focus on showing
company projects, setting up and public trading. Multiple competitions will take place in various
Tentative details are:
DAY 1 Sunday March 6 (Early Registration and Reception)
6:30-9:30 Welcome reception and early registration at Holiday Inn Meeting / Ballroom
DAY 2 Monday March 7 (Student Competition Day and Public
7:30 – 9:30 Trade Fair Registration
8:15-11:30 Educational Competitions
9:30-11:15 Trade Fair Booth Set-Up
11:15-11:45 Opening Ceremony
11:45-2:45 Trade Fair and Public Trading
2:45-3:15 Award Ceremony
3:15 Booth Breakdown – Fair officially over
NOTE: You must register before January 31, 2005 to ensure a booth! Space is limited and is
on a first-come first-served basis. Failure to have your district purchase order in place may
cost you your spot in the educational competitions.
Please complete this form and fax to VEC Center at (661) 397-4593 by January 31; you can email
us at: firstname.lastname@example.org with an electronic copy. You can also register on-line at
Name of Virtual Enterprise/
Name of School
Phone Number ( )
Fax Number ( )
Number of people likely to attend as Students
Others (please indicate role)
Trade Fair Registration Fee: $395.00 U.S. Booth reservation held with valid school PO or
check payment in full by January 31, 2005. Payments should be made to the Kern High School
District. There is a $3000 Virtual Fee per booth that is payable to the Virtubank of California.
Trade Fair $395.00 fee for trade Yes we will be
Registration Fee fair participation participating in the
trade fair – check next
Kern High School District
Attention: Virtual Enterprise Center
Regional Occupation Center
501 So. Mt. Vernon Avenue
Bakersfield, CA 93307
REGISTRATION INFORMATION DETAILS
8’ x 10’ area
8’ high back
3’ high sides
Pipe and drape
Booths assigned as received with paid reservation or valid purchase order only.
Booths do NOT have Internet capability.
Electricity provided; one outlet per booth.
Extension cords and surge protectors NOT provided--please bring your own!
Read Trade Fair Regulations for booth design limitations.
Virtual Enterprise T-shirts - A limited number will be given to participating companies. There
will be no sale of T-shirts at the fair.
Trade Fair Lunch (March 7) - Lunch is not included in your registration. There will be no a
buffet available for $10.00 or less at either the Holiday Inn or Best Western Inn. Two Snack bars
will be open 9:30-1:30. They will be offering hotdogs, chips, sodas, popcorn and other snack bar
If it is necessary to send display materials, instruct shipper to hold delivery until November 30,
2004. Label all cartons “Hold for Virtual Enterprise Trade Fair.”
Kern High School District
Attention: Virtual Enterprise Center
Regional Occupational Center
501 So. Mt. Vernon Avenue
Bakersfield, CA 93307
Any cancellation of exhibit space must be in writing to Jay Eliades at
email@example.com or at the address above. A $150 fee will be charged for any
cancellation on or before January 31, 2005. The entire registration fee will be forfeited for
cancellations received after this date. A $1000 virtual fee will be charged for any cancellation
of booth space on or before January 31, 2005. Cancellation after this date will result in a loss
of the entire virtual payment.
Trade Fair Accommodations
We are recommending that you stay at the Holiday Inn San Francisco International Airport
North. It will be the headquarters for the Trade Fair and is next to the conference center facility
hosting the fair. If you identify yourself as a virtual enterprise, you will be given the Trade Fair rate
of $89.00 per room plus local taxes. You may have up to four students staying in one room. The
hotel can be contacted by phone at (650) 873-3550. Please ask for Denise Gonzales if you have
questions about reservations. A 12 midnight curfew will be strictly enforced by hotel security
during the Trade Fair for all schools staying at the hotel.
Holiday Inn San Francisco International Airport North
275 South Airport Boulevard
South San Francisco, CA 94080
Holiday Inn® San Francisco, CA - International Airport North is the ideal location for
airport meetings. The hotel is connected to the South San Francisco Conference Center
with 16,500 square feet of optimum state-of-the-art meeting facilities. Combined with this
facility, we offer 25,000 square feet of conference space. Our personalized plaza level
features distinctive services and amenities, while providing private access and a lounge for
travelers. A skywalk on the second floor connects the twin-towered hotel for convenient
access to flexible meeting space. This hotel is committed to providing accessible facilities
under the American Disabilities Act. If your accessibility needs are not met, please contact
the Hotel Manager on Duty. Should you require additional information regarding accessible
facilities for guests with disabilities, please call 1-800-Holiday (U.S. and Canada) or
contact the hotel directly. For the hearing impaired, TDD service is available at 1-800-238-
5544 within the U.S. and Canada.
Other Hotel Options
Other Dining Options Walking Distance from Holiday Inn Select
TRADE FAIR REGULATIONS
The exhibitor agrees to abide by show regulations as set forth by Kern High School District fair
Shared Exhibit Space:
Shared exhibit space is limited to two companies from different school sites per booth. Only a
single school site with multiple enterprises may have more than two companies per booth. Failure
to abide by this regulation will disqualify participants from all competitions for prizes.
Booths must be continually staffed by at least two people during all official exhibit hours. A
coordinator for each company must be on the premises available at all times during all scheduled
Exhibit Setup and Teardown:
Setup December 1 from 11:00 to 5 p.m. in the Bakersfield Convention Center… No early birds!
Teardown at 2:30 p.m. after the awards presentation on December 2… Any company that initiates
teardown before 2:30 will be disqualified from all competitions.
Exhibitor Name Badges:
Every participant must display a name badge for entry to the trade fair. It is the responsibility of
the exhibiting firm to produce name badges for each participant. Badges must include each
participant’s name, title, company name, school name, city, and state. Badges must be worn at all
times during the fair.
All exhibitors must keep their booth area neat and litter free. On the trading day, participants must
dress in professional business attire or in a manner that is representative of the business or booth
theme. Any disorderly conduct or inappropriate behavior is prohibited and cause for immediate
dismissal from trade fair activities. Smoking is not permitted in any facility at the Bakersfield
Exhibitor represents and warrants that its exhibit will be fully accessible to wheelchair movement
and that it shall indemnify and hold show management harmless and against all claims and
expenses, including attorneys fees and litigation expenses, that may be incurred by or asserted
against show management, its officers, directors, agents, or employees on the basis of the
exhibitor’s breach of this paragraph or non-compliance with any of the provisions of the A.D.A.
No exhibitor may engage in any activity or employ any individual or device that tends to create
unreasonable congestion in aisles. Sufficient space must be provided within the exhibit area and be
arranged so that persons watching demos and other activities are contained within the booth.
Moving displays, motion pictures, slide projectors, TV monitors, etc. must be operated so as not to
attract or create a crowd that would obstruct adjacent exhibitors.
Music or other amplified sounds are allowed if played at a low level. Loud sounds are distracting
and disrupt participants and guests. Floor captains will make decisions to acceptable volume
The exhibitor agrees to abide by booth wall height restrictions (8’ high in back; 3’ high sides). All
displays, devices, and decorations that serve to distinguish a company’s booth must fit within the 8’
x 10’ area designated as the booth dimension. No part of the design features may extend into the
aisle. Failure to observe this rule will automatically disqualify company from the Best Booth
competition. Floor captains will make decisions to acceptable booth design standards
The exhibitor assumes responsibility for compliance with all pertinent ordinances, regulations, and
codes of duly authorized local, state and federal governing bodies concerning fire, safety, and
health, together with the rules and regulations of the operators and/or owners of the show facility,
and agrees to comply with all federal, state, and local laws. Upon request and at the sole expense of
the exhibitor, show management will assist the exhibitor in its efforts to comply with applicable
federal, state, and local laws, but will not, in any event, be responsible or liable for any failure by
the exhibitor to comply therewith.
Rights of Termination:
The Kern High School District reserves the right to terminate the privileges of any exhibitor if it
determines in its sole discretion that an exhibitor is conducting his/herself in a manner that might
reflect unfavorably upon the show. In the event of termination, the exhibitor shall promptly
remove all equipment and personnel from the exhibit area. No portion of payments paid or owed
will be refundable.
If the show facility becomes unfit or unavailable for occupancy, or becomes substantially interfered
with by reason of picketing, striking, embargo, injunction, act of war, act of god, fire, or state
emergency declared by any government agency or by reason of any municipal, state, or federal law
or regulation or by reason of any other occurrence beyond the control of management, show
management may cancel or terminate the show. In the event of such cancellation or termination,
the exhibitor waives any and all claims for damages or expenses and agrees to accept in complete
settlement and discharge of all claims against the exhibitor’s pro-rated share of the total amount
paid by all exhibitors, less all cost expenses incurred by management in connection with the show.
Interpretation of the Amendments to Regulations:
The exhibitor agrees that the show management shall have the right to make rules and regulations
or changes to rules and regulations. The Kern High School District shall have the final
determination and enforcement of all rules, regulations and conditions.
Although the Kern High School District will take every precaution to provide adequate security
during the event, it does not assume any responsibility for lost or stolen articles. Items such as
money, jewelry, personal stereos, computers, exhibitor display items, or other valuables should
never be left unattended anytime during the show. Do not bring expensive personal belongings
with you. Please report any security issues, which would affect the event, to trade fair
How should a Trade Fair booth be set up and staffed?
Giveaways combined with a booth that is dressed for success both in appearance
and personnel should generate traffic and make the experience pleasant and
memorable for your visitors. The best booths create interaction between presenters
and the floor-walkers or visitors. Trade Fair booths are six times more powerful than
any other sales medium, says the Center for Exhibition Industry Research.
Marketing your booth during a Virtual Enterprise Trade Fair is an important part of
attracting potential clients' attention. Attendees at a Trade Fair must cover a lot of
ground in a short amount of time. They will likely size up your booth at first glance.
Consistent use of your logo is important, from backdrops and banners to brochures
and nametags. Your image is at stake here, so enhance it as much as possible!
Shapes, graphics, and colors contribute to the visual effect.
Although some exhibitors may go overboard with specific demonstrations and
costumes in and around the booth, such effects are usually not necessary. An
attractive, well-lit booth with informed, friendly employees can be every bit as
successful in capturing attention. You have about seven to ten seconds before a
person will either decide to stop at your booth or move on. A business needs to make
their booth stand out above the rest.
In most cases the sponsors of the Trade Fair predetermine the size of your booth.
The size of the facility in which the Trade Fair is held, the number of booths, the cost
of the drapes/curtains and rods, and the number of people expected to attend may all
have an influence upon the booth size. Most booths for the Virtual Enterprise Trade
Fairs will range from 8 feet x 8 feet to 10 feet x 10 feet. This information will be in the
guidelines for each specific Trade Fair. Often times, a drawing of the booth will also
be in these guidelines.
Booth design is important. Your booth should be both attractive and capture interest.
A gimmick can be useful if it has mass appeal and is not overdone. Unfortunately,
many booths may be designed to create barriers. A table in front of the booth may
make the solicitation process intimidating for the potential buyer; therefore, moves
that six-foot table to the side of the inside of the booth. The result will bring buyers
into your booth.
Once you've moved the table and broken down physical barriers, look for ways to get
people involved without, necessarily, a hard sell. Start by asking yourself what you
want them to remember about you business. Your booth is the perfect opportunity!
The following features will make for a successful booth design and attract buyers:
1. Audiovisual - This can be as simple as bringing a TV and VCR. You can
display your website on a laptop computer or on a VCR tape; use software to
create interactive question-answer flow-charts that help users determine which
of your products and/or services best suits them. Generally audiovisual effects
are prepared in advance and edited. If the Trade Fair guidelines allow music,
play it at levels so as not to disturb the booths around your booth.
2. Use of Lighting - Lighting can be used to make something stand out. For
example, a row of light bulbs plugged into an outlet can highlight a company
name or a company product. Special lighting, such as halo lighting, can be
extremely effective although costly.
3. Motion - Any usual motion can add a positive influence on your booth or
display. Examples may include rotating/revolving signs, custom-made props,
passing out promotional giveaways, and holding a raffle. Just like lighting,
video and sound, motion attracts attention.
4. Large Graphics - Don't make it difficult for a customer to see what you are
selling. Logos, graphic indicators and pictures should be readily visible.
Samples of your product(s) should be on-site. Graphics don't have to be too
elaborate. Don't be afraid of white space on your displays. Colors should be
bright and noticeable.
The staffing of your booth is extremely important for successful Trade Fair results. As
you are considering who will staff your booth, take the following into consideration:
1. Select your best people to staff the booth. It helps convey your desired image
to prospective customers. Be sure to have informative people on hand at all
times or you could lose customers.
2. A uniformed staff, perhaps wearing something with your logo on it, conveys an
element of professionalism. Even without the logos, everyone on the staff
wearing the same colors can accomplish the "uniform" look. If appropriate, use
the company's logo on your clothing. At a show, all of the staffers and other
employees are the ambassadors for the company.
3. It should go without saying that good grooming is essential. Unfortunately,
some staffers forget such basics as going easy on the cologne (some people
can be highly allergic) or using breath mints after lunch. Also, clothing should
be neat and shoes polished.
4. Designate a strong leader to be in charge. He or she can make sure that the
rest of the staff creates the best possible impression.
5. Don't let the people in the booth just stand around. They should be ready to
greet people, introduce themselves, and tell prospective customers anything
they want to know.
6. Depending upon your products and/or services, offering samples and
demonstrations of what you do is an excellent idea. Use hands-on
demonstrations to show your customers how things work, if appropriate. Make
people feel welcome the minute they reach the booth. Be approachable and
professional, inviting them to come in and take a look at your product and/or
7. Collect business cards from those who show interest in your products and/or
services. This will aid the follow-up process after the show. Some exhibitors
also have a guest book for visitors to sign.
What are the steps to ensure Trade Fair success?
The Virtual Enterprise Trade Fairs can be a large investment for a company,
especially if the company is traveling a significant distance to participate in the event.
Frequently, the answer to a successful Trade Fair is not in fancier booths or more
expensive graphics. Rather, the solution is found in better staff training and advanced
preparation. By following these simple steps, a company can maximize their
investment in this great "opportunity" event:
1. Establish clear, realistic exhibiting goals and objectives.
The biggest mistake a company can make is going to a Trade Fair without
marketing goals and objectives on how to meet these goals. A simple plan
would be to have one major goal and five to six objectives to meet that goal.
Also, it is important to devise a thorough follow-up plan and delegate tasks
ahead of time. Follow-up materials (form letters, literature, thank-you's, etc.)
can also be prepared before the show.
2. Build a checklist and stick to it.
A checklist should include everything from the shipping information, if
necessary, down to the materials to be displayed in the booth. The best bet is
to appoint one person whose chief responsibility is to make sure everything is
carried out to the last detail.
3. Promote the company.
Prior to the fair, the company should send out promotional literature to existing
customers and prospects inviting them to the company's booth. If the booth
number or location is known, it should always be included in the literature.
Invitations, flyers, special catalogs, and order forms are examples of pre-show
promotion materials. The company sales representatives should also call
and/or e-mail potential customers, individuals and companies. The company's
web page is an excellent way to promote the company's attendance at a
4. Train booth staff before the show.
It should not be assumed that booth staff will naturally use the right method to
engage visitors, qualify prospects, and give out information in the most
effective manner. One of the biggest mistakes managers make is sending staff
to a Trade Fair as a "reward". Proper booth staffing is hard work and should
be based on ability, not seniority. The staff should know how to handle traffic,
understand local business etiquette and business customs, and be prepared
to spend their staffing time on their feet. There should be training in all areas.
5. Arrive early.
By arriving early, the staffers can check out the exhibit and make sure
everything that was set up the day before projects the company's desired
image. This also gives staffers time to check any electrical equipment and
marketing materials. It is important that each company be considerate of their
neighbors with their booth display. If any changes need to be made before the
show, there will be time to do so.
6. Decide upon a marketing and sales message.
The marketing and sales message delivered via the booth graphics can be
one on the most powerful sales tools at a Trade Fair. Companies only relying
on bold colors, bright lights and flashy audio and video will attract attention,
but ultimately may confuse the prospective customer with an unclear
marketing message. At a Trade Fair, a company has approximately seven to
ten seconds to attract a potential customer. A marketing message that is clear
and concise will tell customers why they should be interested in your products
or service and convey what your company can do for them.
7. Select premiums and giveaways wisely.
Giveaways can add enormous value to your product or service. Placing
generic giveaways on a table isn't very effective and doesn't help potential
customers remember their experience at your booth. Giving a customer who
has spent significant time at your booth something unique can be a very
effective marketing tool. A good premium will have a direct link to your
company, your product and/or your service. Also, a company may want to
consider giving away door prizes or raffle items.
8. Determine graphics.
The booth graphics are a company's first introduction to a potential customer
in that seven to ten second time frame. A customer needs to know who the
company is, what you are selling, and why they need it. Understanding your
customers and your competition will help you define a Trade Fair objective
and craft a message that will attract customers.
9. Show your product, demonstrate your service.
Sixty-four percent of potential customers are drawn to exhibits that have
products and demonstrations. Having photographs or videos isn't enough,
especially if you're launching a new product. Customers who are serious about
buying prefer to see the actual product or service rather than a representation.
10. Cultivate prospects.
Trade Fairs give a company a very targeted, but small window to reach
potential customers. This environment doesn't afford sales people the luxury
of "taking it easy". The booth staff needs to be efficient in order to maximize
the company's return on investment. Talking on cellular phones, talking with
co-workers, eating, or leaving the exhibit area puts a barrier between your
company and potential customers. Customers do not want to feel intimidated,
ignored or that they are imposing.
11. Understand Trade Fair guidelines.
All too often, exhibitors do not take the time to thoroughly read their Trade Fair
guidelines. Crucial elements such as electricity, internet connections, set up
guidelines, and take down guidelines are explained. Not understanding the
show specifics can seriously hinder the effectiveness of the exhibit.
12. Always follow-up.
It is estimated that a large number of exhibitors do not follow-up or do poor
follow-ups. Immediately upon returning from the Trade Fair, the company
sales representatives should send follow-up correspondence to those potential
customers. Also, accounting representatives should send invoices to
customers who have purchased products and/or services from the company.
The most common error made is failure to follow-up in a timely manner. A
quick follow-up e-mail allows the company to touch base with potential
customers whiles the company and the Trade Fair is still fresh in their minds.
13. Debrief and evaluate the Trade Fair.
The Trade Fair evaluation process will tell you if it's worthwhile to attend a
future Trade Fair or what to do differently next year. Evaluating the number of
leads that generate into sales is a good place to start. Evaluating your
marketing objectives will yield additional information. For example, if you are
looking to educate your customers, how many product/service demonstrations
did you do? If you are promoting a specific product and/or service, how strong
was your pre-show promotion? There is a great amount of marketing
information available at the Trade Fair. What you choose to gather and utilize
should be directly related to your marketing objectives. After the performance
at the Trade Fair has been evaluated, no matter how successful your show
was, meet with the marketing and sales team and utilize the information to
improve upon future events.
What are things to remember when preparing for a Trade Fair?
There are a million things to remember when preparing for a Virtual Enterprise Trade
Fair! It is easy for something important to slip through the cracks. Customize this
following list and divide the responsibility among the company's team members
(those attending the Trade Fair) to make sure all the bases are covered.
1. Admission Badges
4. Booth Clothing/Attire/Decorations
5. Bowl for Business Cards
7. Business Cards
8. Business Leads Envelope
9. Catalog Holders
10. Company Brochures
11. Customer Database
12. Display Containers
13. Extension Cords
14. Invitations to Booth
15. Lead Forms
17. Name Badges
18. Order Forms/Invoices
20. Phone Number(s) for Trade Fair
21. Point-of-Purchase Displays
22. Press Kits
23. Press Labels
24. Product Catalogs
25. Product Manuals
26. Promotional Gifts
27. Show Objective(s)
29. Staffing Assignments
30. Supplies (staplers, scotch tape, masking tape, safety pins, etc)
What are steps of effective networking or "working the floor" at a VE Trade
Effective networking, schmoozing, or making contact with people at a Virtual
Enterprise Trade Fair means being well prepared. It also means understanding
networking objectives, analyzing the event, overcoming the fear of meeting strangers,
and developing the right conversational skills. Becoming a master networker is within
everyone's reach. It takes patience, commitment and a real understanding of the
It also means having effective strategies to work through the obstacles. These few
guidelines will make networking or "working the floor" at a Virtual Enterprise Trade
Fair more effective.
1. Breaking into a conversation.
The idea of breaking into a conversation can be intimidating. However,
sometimes this can be the only way to meet people. Standing around waiting
for a conversation to end can be uncomfortable. One solution is to find
someone who can provide a personal introduction. Another is to take a
"buddy" who can act as a decoy. However, if you are alone, the easiest thing
to do is to join the conversation on a nonverbal level first. Simply smiling and
nodding your head will be sufficient. Eventually they will include you in the
If attending a Trade Fair in another country, the company should research the
customs about how to enter a conversation in that specific country. All of those
attending Trade Fairs in other countries should also be well informed about
that country's customs in all other areas that are deemed necessary
2. Dressing appropriately.
Dressing appropriately can be a challenge. If in doubt, contact the sponsor of
the event or refer to the Code of Conduct for attendance at Virtual Enterprise
events. Also, one should not be afraid to ask questions about what is
appropriate and what is not. It is possible that a company may have a specific
theme for their booth. If so, those staffing the booth may dress appropriately to
carry out that theme (i.e., wearing white lab-type coats if the company sells
3. Using of business cards.
Business cards are an internationally accepted way of giving some basic
information about yourself and your company. Having a good, clean, easy-to-
read business card that you can hand out to an interested party is important.
You should not keep your cards in a pocket where they may become dog-
eared quickly, instead keep them in a small business card holder. Also, do not
write on the back of someone else's card.
4. Walking into a room and networking.
Walking into a room filled with strangers can be overwhelming. The best
approach is to walk in confidently and find a vantage point. This gives you time
to check out the booths before you begin networking. Mingling is the art of
spotting vantage points on the Trade Fair floor, or in the room, and moving
from one area to another. Networkers who pick one spot and anchor
themselves may miss networking opportunities.
5. Greeting with a handshake.
Shaking of hands is the most common form of greeting. The trick is to have a
good firm handshake. Avoid being the "knuckle buster", "limp fish", or the
"pump" that never lets go! Once again, if attending a Trade Fair in other
country research the customs on appropriate greetings.
What are specific things to remember when working in a Trade Fair booth?
How many times have you been to a Trade Fair and possibly seen booth staffers put
their six-foot table across the front of their booth space, fill it with literature, then sit
down in their chair behind the table? Three mistakes have been already been
The above scenario is often seen at Virtual Enterprise Trade Fairs. Perhaps the
reason is not lack of interest, but rather lack of knowledge on how to properly staff a
Trade Fair booth. To help with the education of booth staffers, the following 10 steps
should be considered:
1. Remember not to sit.
The Trade Fair organizers usually provide chairs; however, do not use them! If
your feet hurt after being on them for several hours, take a break. There
should be a schedule to rotate staffers because you will lose effectiveness
after hours of looking at the same booth across the aisle and saying the same
things to dozens of people over and over.
2. Remember not to create barriers to traffic.
This is the classic "table at the front of the booth" scenario mentioned above.
Instead, place your table at the back of the booth or along the side. Better yet,
if you do not need a six-foot table, use a smaller one. Also, be careful not to
use other "props" that might keep people from coming into your booth.
3. Remember not to eat or drink.
What message do you send to a prospective customer is you are eating when
they walk up to your booth? They may assume that you are too busy to talk to
them and move on. Also, when you have food or beverages in your booth,
there is always the chance of spilling something on your materials.
4. Remember not to accost people in the aisles.
This is generally viewed as a threat to most people. There's nothing wrong
with initiating a conversation, but learn the proper ways to engage visitors.
Study body language to know when someone feels threatened. You might
need to tone down your approach if a person is shy.
5. Remember not to visit with your co-workers.
It is important to remember that you are participating in the Trade Fair and
staffing your booth to talk to people that you might not otherwise meet. There
obviously may be times when traffic is slow, or you need to communicate
something to one another. That's fine. However, remember, when someone
begins to approach your booth, cut it off and greet that potential customer.
6. Remember not to fill your booth with staffers.
Remember not to create barriers by filling your booth with too many staffers. If
you have a 10 x 10 booth, you only need a couple of staffers. Once visitors
start to come, your booth will fill up fast.
7. Remember not to put your hands in your pockets.
You want your body language to be as open as possible, encouraging
potential customers to stop and talk.
8. Remember not to put out every piece of literature you have.
If you have 300 pieces of literature, people probably won't take any. However,
it you have 20 to 30, they probably will. You can always put more out;
however; never leave just one on the table. No one wants to take the last one
9. Remember not to leave early.
If you've paid to be at the Trade Fair in your booth for six hours, stay there.
You never know who might come by at the last minute. If you stay, while
others do not, then you may have more companies and customers to do
10. Remember to always smile!
No matter have hard you try, nothing you say means as much if it's not
accompanied with a smile!