Top 10 Things New Conference Exhibitors Should Know

Attending your first conference as an exhibitor is a huge opportunity, but it can also be a bit overwhelming if you’re not prepared. From setting up your booth to connecting with prospects, there’s a lot to manage. At Conference Connect, we’ve supported exhibitors through numerous events and helped them optimize their experience from start to finish. Drawing on our years of experience and deep understanding of what makes conferences successful, we’ve compiled our top 10 tips to help you get the most out of your next event.

1. Book Your Accommodations Early

One of the first steps in preparing for any conference is securing your accommodations. We’ve seen too many exhibitors wait too long, only to miss out on the convenience of staying at the main conference hotel. Room blocks with discounted rates often fill up fast, and securing a spot early means you’ll be close to the event and can network with fellow attendees even outside of conference hours. Staying nearby allows you to maximize your time and minimize logistical headaches.

2. Order Electricity and Internet for Your Booth

Ensuring your booth is well-equipped is crucial for delivering a seamless experience to visitors. Most conferences require exhibitors to order electricity and internet separately, and this is typically handled through a third-party vendor, not the conference organizers themselves. We recommend placing this order as soon as the option becomes available to avoid any last-minute hiccups. We've seen how frustrating it can be when exhibitors show up only to find they lack the basics, like power for a demo or internet access to show a product in real-time.

3. Prepare Booth Materials in Advance

A well-prepared booth can be the difference between blending in and standing out. Based on our experience, the top materials to have ready include:

• An interactive booth activity: This helps engage attendees and gets them involved. Whether it’s a product demo or a simple interactive display, activity at your booth will attract attention.

• Business cards: Even in the digital age, business cards are still essential. Make sure they’re professional and reflect your brand well.

• Flyers with case studies or success stories: These help attendees understand the tangible benefits of your product or service. Showcasing real-world examples gives potential clients confidence in what you’re offering. In some cases, it may make sense to bring physical products. If your product lends itself to a hands-on experience, showcasing it live can leave a lasting impression.

4. Ship Booth Materials on Time

Getting your booth materials to the event on time is critical. Shipping costs can escalate quickly, especially if deadlines are missed. We’ve seen some clients get caught off guard by unexpected delays. Our advice is to always ship early and keep a close eye on tracking. Alternatively, if it’s practical, consider bringing your materials with you on the plane. It’s often more cost-effective, and you maintain control over the process, reducing the risk of lost or delayed items.

5. Leverage the Attendee List Before the Show

Most conferences provide exhibitors with an attendee list before the event. This is a valuable resource for reaching your key prospects in advance. We always encourage our clients to connect with their top targets on LinkedIn before the event. Sending a personalized message to introduce yourself and mentioning that you’ll be exhibiting can set the stage for meaningful conversations during the show. This proactive approach allows you to start building relationships even before you arrive on-site.

6. Be Present at Your Booth

From our extensive experience, one of the simplest yet most effective strategies for exhibitors is being present and engaged at your booth. It’s easy to get caught up in other conference activities, but your booth is where the magic happens. Make sure to be there, especially during peak traffic times. And when you’re at the booth, look approachable—stand up, smile, and be ready to engage with attendees. Enthusiasm and energy can make all the difference in drawing people in.

7. Get Social and Attend Conference Events

Conferences offer more than just booth time; they’re prime opportunities for networking. We encourage exhibitors to attend social events, mixers, and industry meetups. These more casual settings allow for deeper conversations and stronger connections. A good rule of thumb is to focus on making a few meaningful connections each day. We’ve seen that building genuine relationships at these events can lead to long-term partnerships that go beyond the booth.

8. Take Notes on Business Cards

With so many conversations happening throughout the event, it’s important to keep track of the details. One tip we always share with our clients is to jot down a quick note on each business card you collect. Whether it’s a key point from your conversation or a reminder about their interest in your product, these details will help you personalize your follow-up and make a stronger impression.

9. Follow Up Within 24 Hours

Timely follow-up is crucial to keeping your leads warm. From our experience, the exhibitors who follow up within 24 hours of the conference tend to see the best results. After the event, send personalized emails to everyone who visited your booth, thanking them for their time and inviting them to a second meeting or demo. Quick follow-ups show that you’re proactive and serious about building the relationship, which significantly increases the likelihood of converting leads into clients.

10. Connect with Attendees on LinkedIn

Finally, don’t forget to connect with the people you meet on LinkedIn. This not only allows you to stay connected after the event, but it also helps you continue to nurture these relationships over time. A personalized connection request with a brief message referencing your conversation at the conference can go a long way. Many of our clients have found LinkedIn to be an invaluable tool for maintaining visibility and engagement with their leads post-conference.

At Conference Connect, we’ve seen firsthand how proper planning and execution can make all the difference in a successful conference. Whether it’s securing your booth logistics or making meaningful connections, each of these steps plays a critical role in maximizing your return on investment. By following these tips, first-time exhibitors can enter the event confident and ready to make an impact.