Registration process for fairs

Communication is of great importance leading up to a fair. Two target groups are important: the visitors and the exhibitors. Give your exhibitors the right information about the visitors, the prices of the exhibition booths and sponsor packages. Make sure the right public is informed about the fair. They will make time for the fair if they get the right information through workshops, seminars and exhibitors.

MAILINGS Type of mailing -

Save the date mailing to save the date in your journal

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Invitations for the event (with link to the registration website)

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Reminder to those who aren’t yet registered

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Mail with practical info & tickets a few days before the event

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Thank you mail after the event with link to photos

How? -

The email is forwarded smoothly using the Excel list provided

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The layout and content of the newsletter are compiled in collaboration with the client

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The personalised email is sent to the guests

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There is permanent follow-up of who has read the email and whether they clicked through.

Options? -

A barcode can be provided to speed up check-in

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Everyone can be addressed personally

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Registration process for fairs

REGISTRATION WEBSITE Gather all marketing information through a registration form -

Who is coming?

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What are the contact details of the visitors?

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To which workshops?

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Automatically closed when limit is reached

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Payment/invoice

Give the necessary information to the visitor through the registration website: -

The exhibitors

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The program

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The different workshops

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Info about the speakers and photos

CONFIRMATION EMAIL After registering, a confirmation email is sent automatically. This way the visitor can easily confirm his participation and he immediately gets all practical information. Using a barcode in the confirmation email will make the check-in run smoother.

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Registration process for fairs CHECK-IN Validation by -

scanning a barcode

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searching by name, company, …

Check-in -

without badges (only registration of visitors)

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with pre-printed badges

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with locally printed badges

BADGES For exhibitors: PVC badges

Can be printed in advance Option: laptop with printer on site to print extra PVC badges for exhibitors

For visitors: thermal labels

Can be printed on site Option: tracking through the event by barcode on badge

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Registration process for fairs GATHER LEADS AT THE EXHIBITION BOOTH Sales teams and exhibitors can gain leads of the visitors on tablets and smartphones to enlarge the success of the participation at the expo. Send information to people who expressed an interest. There are 3 options to scan the barcode on the badge of the visitors to gather information. Datacollectors

Small and compact Easy to use Reporting and analysis of information happens afterwards

Tablets

Can process more information Information is sent to the server realtime so people at the backoffice can process the data during the event.

Handheld devices (Motorolla’s)

Same possibilities as tablets, but more compact Easy to use Can be used outside

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Registration process for fairs WORKSHOPS To get to know who participated in which workshop or who has access to participate in a workshop, a barcode on the badge can be scanned.

Scan the barcode on the badge of the visitor If the person has access to this workshop, a green line will appear on the screen of the device, otherwise it will be a red line With this tool logs are made about who participated in which workshop

REPORTING During the check-in How many visitors? How many to come? How many visitors per quarter? Has person x already arrived?

After the event Detailed list with who was present/not present and who was added on site Overview of each action (when checked-in, when checked-out, which workshop, etc.)

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