Exhibitor ToolkitInformation and advice to help you get the most from your day at SheffEX
We’ve put together this guide to help you to get the best experience out of your day at SheffEX based on feedback from many previous exhibitors at SheffEX. We’ve found that people’s experiences vary and the success of the day is improved according to the planning that they do beforehand.
Many business people attend SheffEX looking for new ideas, products, services and inspiration, but we all know that nobody is obliged to give you business. The most successful exhibitors have put in time and resources to maximise their return on the opportunity.
The least successful exhibitors tend to do no planning, make no investment in the event, allocate no resources beforehand, and then wonder why there aren’t queues of new customers at their stand.
SheffEX features many first time exhibitors and it can be hard to know what to do to get the best out of it. If you have never exhibited before it can be a daunting prospect – we’ll try to demystify it and give you some insider clues.
Create A Stand That Stands Out
Your stand will be your showroom and office for the day and you’ll want to make the maximum impact to attract the most number of prospects.
Always have a couple of dry runs at setting up your stand. Try setting it up at work (or in the spare bedroom) by marking out the size on the floor with masking tape. Make sure that you can comfortably fit everything inside the space and still have some room to chat to visitors. Make sure that you have everything you need packed into a storage container to avoid anything going wrong on the day.
Pull up banner stands are used by almost every exhibit these days as they are fast to erect, inexpensive, easy to transport and store. They vary in width and can have anything printed on them. Consider having one or more (depending on stand size) with your day to day brand with your usual products or services, and one dedicated to SheffEX, maybe with a special offer or current marketing campaign.
Try using free standing leaflet stands, or a small display cabinet or shelving unit. Hover well in front of your stand and invite people in to chat and look at your material.
Some exhibitors have purpose made stands which look fantastic in larger areas and can often incorporate extras like screens, LED displays, lighting and furniture. If you are using a purpose made stand please make sure that you have checked with the SheffEX sales team that your allocated space meets your needs.
Avoid the common mistake of setting up a table and sitting behind it – we can’t stress this strongly enough. This is the most common reasons that exhibitors have a poor experience at SheffEX. Many visitors see the the table as a barrier and they walk past unless they have a very pressing need for what you are offering. If you do need a table we can arrange one for a small charge subject to availability and notice.
Before the Event
Become an Official Sponsor
Action: Contact firstname.lastname@example.org
Sponsor a SheffEX newsletter
Action: Contact email@example.com
Banner advertising at the venue
Action: Contact sales@sheffex
Issue a press release
Send out invitations to contacts
Options: Face to face / Email / Twitter / Facebook / Linkedin
If you are short of time there are a number of ways to partially automate your social media by creating posts using Hootsuite.com or Tweetdeck.com to schedule messages to post automatically. You will still need to create the content but it’s an ideal way to create content in bulk and
You can also enlist the help of the social media experts at AT Social Media who help to manage the SheffEX social media presence. They have the knowhow to create campaigns and build a presence for your business to get noticed online. Ask us for a referral.
Join in the conversation by telling your followers that you’re exhibiting at SheffEX with messages about your plans, who’s going to be there, what products you’ll have on show, or even arrange to meet current and potential clients at SheffEX. Post links to sheffex.com as well as your own company website or Facebook pages and don’t be afraid to include the Twitter handle of anyone that you want to see your tweets, including @SheffieldExpo. Tweets with images are especially effective at getting your tweets noticed.
Use hashtags like #sheffieldissuper to get you noticed locally and maybe even retweeted by people you’ve never met before.
Update your Twitter profile with a message like See us at the SheffEX expo on 20 June, see sheffex.com for details and free registration
Follow Friday uses the #ff hashtag to suggest interesting Twitter accounts to your followers. Like the name suggests, it happens on a Friday, and it works on the principle of sharing the love and increasing followings.
Make sure that you like the SheffEX Facebook page at facebook.com/sheffex and we’ll return the favour.
Add SheffEX to your company website
Include your stand number and consider having a promotion to attract your customers to your stand. Any image is better than no images and high quality photography will help you to stand out. If you aren’t handy with a camera you can use a professional photographer such as Footprint Photography, the official SheffEX photographer.
Put the “See us at SheffEX” logo on the website
Leverage your database with Email newsletters
Don’t underestimate the value of your existing database of contacts. Make sure that you’ve sent out an email blast to your entire database to tell them that you’re exhibiting.
You can use your regular email or for a more professional look try using services like the locally based 247emaildata or one of the international giants like Mailchimp or Constant Contact.
Get an email signature
Company listing on the SheffEX website
Social media links Twitter / Facebook / LinkedIn
Contact(s) names including email / phone
High resolution logo
Special offers / competition
Send your news stories for the SheffEX website and Eblast
SheffEXtra Networking Events
On the day of the Event
0930 Access for exhibitors
1030 Stand set up to be complete
1100 Doors open to the public
1700 After show networking in the Royal Victoria Cafe Bar.
On arrival Make yourself known to the Sheffex Team at the entrance and you’ll be giving directions to your stand position.
Unloading from 0900
Entrance for loading varies depending on your stand position. You will receive full details around a week before the event including details on how to avoid parking charges.
Parking There are over 200 pay and display parking spaces at the Royal Victoria Hotel but to ensure that delegates have the most convenient experience, if you are parking your vehicle for the day we suggest that you use alternative parking nearby;
- Q-Park Castlegate, 3 Broad Street West, Sheffield, S1 2BQ
- NCP Sheffield Blonk Street, Blonk Street, Sheffield, S1 2AB
WiFi Login details will be available from the SheffEX reception.
Power for stands Power is only available to stands which have booked this facility beforehand. Please contact us for further details.
Stand position and layout Stand numbers will be notified to Exhibitors in order of booking in the week before the event. Your space will be marked out on the floor along with the number. Remember that there is no ‘shell scheme’ so you can use every inch of the space allocated, but please be respectful and don’t encroach on your neighbours space. Please ensure that you are fully set up by 11:00 am when doors open.
Exhibitor profile page on the SheffEX website Every exhibitor gets a free profile page at sheffex.com. To claim yours go to sheffex.com/listings.
- Your preferred name and company / organisation.
- A description of your business.
- Your company logo – minimum 1000 pixels wide.
- URL’s for any of the following; Website, LinkedIn, Twitter, Facebook, Google+, YouTube, Pinterest, Instagram
Delegate contact details We’re not able to provide contact details due to Data Protection restrictions. However, links to articles that you write for our Exhibitor News section will be included in our promotional emails.
Use these in your email, on your website, social media, or on your letterhead. To get a bespoke version with your stand number and / or company logo for a small charge email firstname.lastname@example.org with your requirements.
Click the image to open in a new window, then save image to your hard drive.
Exhibitors can have a listing on the SheffEX website. To get your listing;
- Fill in the form on this page.
- Send your company logo and any other images to email@example.com.
Most listings appear on the website in around 4 working days, although this may take a little longer at busy times so please provide your details as early as possible. Listings will not be processed until payment has been received.