Trade Show Best Practices Will Tai get 1 lead per $1,000 spent?

The article outlines preparations for an upcoming events, detailing key decisions and tasks for the Sales Director, Marketing Team, Partnerships, and Event Team.

Key Decisions - Sales Director (interim Sean)

• Attendee List- Who is going from Tai?
  • Add total cost per rep including, booth, ticket, travel, hotel and divide by number of sales reps. KPI - Sales Reps should get 1 lead per $1,000 allocated to their Seat.
•  Assign staff members to specific tasks and shifts during the event
  •  Alert Event Team if booth schedule needs to be made
•  Post Show Sales team Follow-up process - Written Plan
•  Make sure All Reps have Bus cards
•  Lead Metric

Key Decisions - Marketing Team (Vanessa)

• Are we securing a Booth or Just attending
  • Notify Event team to secure show
• Will we be doing Show Sponsorship?
  • Budget?
  • What is included?
  • Notify the event team of any tasks related
• Showcase/Demo?
  • Who is presenting?
  • Create presentation Material - Usually due a month in advance
• What Swag gets sent
  • Design
  • Any new orders
• Messaging and Communication plan
  
  • Pre show
  • During Show
  • Post Show

Tasks - Sales Team

• Collect leads and contact information from potential clients
• LinkedIn Promotion
  • Images and posts to be acquired from Marketing Team
• Lead Capture App (if applicable)
• If no Lead capture set up Hubspot registration - Eventbrite

Tasks - Marketing

• Prepare booth design and materials
• Create LinkedIn Images and posts
• Create promotional materials (brochures, flyers, etc.) Min 2 weeks prior to event
• Contract review -
  • Send to event team for execution
  • Negotiate with show organizers for good placement and visibility

Tasks - Event Team (Beth & Nicole - events@tai-software.com)

60-90 Days Prior to the event

• Confirm staff availability for event days
• Team event registration
• Hotels
• Flights - Set up team to book flights via Navan or book for them if asked
• TeamMeetings/Team Dinners or Lunch
• Activity/Game for booth
• Happy hour planning

30 days Prior to the event

• Flights - Remind team to book flights or book for them if asked
• Event Google Calendar - Sent out to attendees
• Arrange transportation for the Booth & materials
• Event Slack Channel Created
• Activity/Game at booth
• Meeting with Sean & Vane

2 Weeks Prior to the event

• Attendee Itinerary ( Flight and hotel info)
• Lead Capture Info sent ( if applicable)
• Printed Materials sent to printer and arrange delivery the conference
• Prepare to Send Swag ( Markus )
• Set Pre Event Team Meeting

Happy Hour

Key Decisions - Marketing

• Budget
• Swag
• Registration Link
• TV/Marketing for Venue
• Roll up banners

Key Decisions - Partnerships

• Will we have a Partner
  • How many partners
• Partner Budget
• Tai Budget

Key Decisions - Event Team

• Venue Selection

Tasks - Marketing

• Design/Approval of all materials/swag/giveaways
• Event invite

Tasks - Partnerships

• Swag/Giveaway approval from Marketing
• Send Swag/Giveaway order request to event team
• **For Single Partner happy hours**
  • Inform Events Team of Location and Budget

Tasks - Event Team

• Venue
• Contract
• Food & Drinks
• Activity during an event
• Swag/Giveaway - All must be approved by Marketing prior to request for ordering