Author: Sophia

Whether it’s a large-scale event or 10-booth affair, find out how to make it awesome

Australia has a trade show or expo for just about every industry and product these days.

And, whether you’re hosting a large-scale trade exhibition of 150 vendors or an intimate 10-booth show, there are a few ways to make sure it’s a success.

Business is booming at #tradeshows and #expos. Whether it’s a large-scale event or 10-booth affair, find out how to make it awesome. Share on X

The main goal of a trade show or expo is to connect buyers and sellers – helping exhibitors get a great return on their investment in your event.

With some thoughtful planning, you can host an expo that not only benefits you but also your vendors and attendees, leaving them overflowing with praise.

Here are some tips to get you started.

Give yourself plenty of time to plan and research

Look before you leap. If you’ve been to trade shows or similar events before, you already have a pool of knowledge just waiting to be tapped. You can also ask your clients what kind of events they go to and what they enjoy about those events.

Alternatively, talk to your colleagues and get some insights from industry organisations and event sponsors. If you can, ask for data on past events, number of attendees and exhibitor participation. You can also look into trade show directories or talk to your local chamber of commerce and business groups.

Once you’ve done some research, you’ll be in a much better position to decide on a theme for your event, how you want it to run, and what kind of exhibitors it will appeal to.

Pick the right venue and think ‘outside the box’

The size of your venue will depend on the scale of the event you’re planning. And, the bigger the venue, the more space you’ll need to fill with exhibitor displays.

However, not all trade shows need to be held in a convention or exhibition centre. If you have an event with some big equipment, or want to be more flexible with the location – why not try holding your expo in a one of our spacious tents?

For example, the Moonee Valley Bus Expo (photo above) was held in our Regal tent. The organisers chose to host their event in one of our big tops because it provided easy access for their large displays – the buses themselves – and meant they could host it in a great location with plenty of parking.

Using a tent also means your event can be self sufficient. You don’t need to operate within venue restrictions, so access and set up is totally up to you.

Plan your layout and be flexible

Think about how you want people to move through the space and where you want your key points of interest to be.

You’ll need to have a flexible floor plan to accommodate different types of displays or booths. Keep in mind that you can charge more for booths at the ends of the aisles and for those that will need more electrical outlets.

When planning your layout, make sure you factor in the number of attendees expected for your event, so you leave plenty of space for them to walk between and around the booths or displays.

Get your sponsors and exhibitors on board

Now you’ve got your theme, venue and layout, it’s time to start pitching to your ideal sponsors and exhibitors.

Present them with the vision for your event and details about the overall setup. Show your vendors and sponsors how they can benefit from your expo or trade show and let them choose their space – emphasising that with more cost comes more exposure to their ideal market.

Not all #tradeshows need to be held in a convention or exhibition centre. Think ‘outside the box’ #expos #eventplanning #events Share on X

In summary

Planning a trade show or expo is no mean feat. It takes time and effort to plan and research, secure the best venue, organise your layout, and get exhibitors and sponsors on board.

But, with careful planning, you will create an event that allows your exhibitors to connect with their target market in a unique and personal way – creating a lasting return on their investment that leaves them glowing with praise.

How about you?

What do you love (or hate) about trade shows and expos?

Talk to us about your next event

 

 

Whether you’re organising Carols by Candlelight or a Christmas fair, here’s how to wow the crowds this festive season

Organising a big event can be stressful at the best of times, let alone at Christmas when expectations are high and people’s availability is low.

Christmas events like Carols by Candlelight and Christmas fairs are a great way to bring communities together, but with calendars filled with parties, end-of-year concerts and other festivities, you have to work extra hard to get people to attend.

Thankfully, there are plenty of ways you can make sure your Christmas event is not to be missed. Here are a few tips to get you started.

Don’t wait until Santa Claus is on his way

When it comes to organising big events, timing is everything, and it’s never too early to start thinking about Christmas.

Not only is it a busy time for your potential guests, but also for performers and other service providers, and preparing early will help ensure you don’t miss out.

When setting your date, check whether it will clash with other events. To avoid this, consider holding your event in November to beat the Christmas rush, or, for an evening event like Carols by Candlelight, you could even hold it on a weeknight when people tend to have less on.

When you're organising #events, timing is everything & it’s never too early to start thinking about #Christmas. Share on X

Spend your Christmas cash wisely

While many Christmas events are held as fundraisers, you have to spend money to make money, and the way you allocate your budget could be the difference between hosting a Christmas cracker or a fizzer.

A good place to start is to consider which items will give you the most bang for your buck.

For example, for a Carols by Candlelight event, spending more on a well-known performer may draw larger crowds, while for a Christmas fair, attractions like rides could be a worthwhile investment.

Whatever your priorities are, you’ll need to make sure you have enough cash. This may involve charging an entry fee, or, if you’re putting on a free event, seeking revenue from attractions. Sponsors are also a good way to boost your budget.

Lock in a jolly location

Parks and local sporting grounds are perfect for big events such as Carols by Candlelight, but, as with most things when it comes to Christmas, you’ll need to stake your claim as early as possible to avoid missing out.

When choosing a location, make sure it has plenty of parking or access to public transport as this will impact your crowd numbers, especially during the silly season when cabs can be hard to come by.

When organising an event like Carols by Candlelight, an outdoor stage is a must-have, and a tent or marquee is a great option to protect your performers and sound equipment and provide a focal point for the festivities.

The material of the tent skins in our Regal range is the thickest on the market, which helps to retain sound and will create amazing acoustics for your Christmas carols.

Create a fun, festive atmosphere

When it comes to Christmas events, it’s all about providing family-friendly entertainment and creating a fun, festive atmosphere that will have the kids begging to be there!

While Christmas lights and decorations, festive food and drinks and a visit from Santa are a given, attractions like a jumping castle, Christmas parade or fireworks finale are guaranteed crowd pleasers that will ensure your event is not to be missed.

Of course, for a Carols by Candlelight event, the songs will be the star of the show, so make sure you’ve lined up some quality performers.

You’ll also need to organise an MC, and don’t forget the candles – battery operated candles are a safe option that will provide a magical atmosphere for your guests.

Spread the cheer!

Once the logistics of your event are in place, it’s time to let people know about it!

At this busy time of year, the more exposure your event receives the better, so make sure you promote it in your local newspaper, on social media and on street signs, and ask your sponsors to promote it too.

As well as the time and place, let people know to bring a rug or a chair – and their best singing voices.

Organising Carols by Candlelight or a #Christmas fair? Here’s how to wow the crowds this festive season #events Share on X

In summary

When it comes to planning big Christmas events, timing is everything, and it’s never too early to get prepared.

By locking in your date and location early, spending your money wisely, creating a fun, festive vibe, and spreading the word, your event is guaranteed to be a cracker.

On the day, make sure you take the time to soak up the atmosphere and enjoy your achievement. It won’t be long before it’s time to plan the next one!

How about you?

What do you enjoy most about Christmas events?

Talk to us about your next event

Find out how to weatherproof your big bash to keep your guests smiling

Every outdoor event is at the mercy of the weather, particularly here in Australia.

It can be perfectly fine one day, with torrential rain the next. You can also face challenges like heatwaves, extreme UV levels, and high winds.

So, how do you prepare and save yourself the stress of an unexpected change in the weather?

Have a wet weather contingency plan

If you’ve spent months planning your perfect outdoor event, the last thing you want is to have to cancel because there’s a high chance of rain.

The best thing you can do is plan for rain from the start, making sure you have plenty of covered space like a pavilion, marquee or tent to keep your guests safe and dry.

It’s important to consider whether you’ll need the covered space to house your entertainment.

For example, if you’ve planned an outdoor cinema or stage, you may need a tent that has the height and depth for that kind of display.

Outdoor #events are at the mercy of the weather. Are you prepared? Share on X

You may need to have additional wet weather equipment on hand like ponchos, umbrellas and slip-proof safety mats to help people as they arrive and leave your event.

If you have stall holders, musicians, kids’ rides or food trucks, you’ll need to communicate your wet weather contingency plan with them up-front, because some may be unable to operate safely in bad weather.

Make sure you understand their cancellation policies so you don’t get any nasty surprises at the last minute.

Prepare for temperature changes and UV rays

If you’re organising an event that runs from day to night or across several days, it’s a good idea to prepare for significant temperature changes so your attendees stay as comfortable as possible.

This means providing plenty of shelter and heating for cold nights while providing shade and cool-down areas when it’s hot.

Our tents are excellent for keeping your guests comfortable because they’re made of thick, robust material that insulates against extreme temperatures.

And, our reinforced design ensures they stand strong against wind and rain.

You should also think about providing your guests with blankets on frosty evenings, and make sure you keep water and ice plentiful on hot days.

If you’re having a daytime outdoor event, you’ll also need to protect people from extreme UV exposure.

The SunSmart website has a great checklist to help you get the systems and amenities in place to protect staff, volunteers and patrons from sun damage.

This includes providing enough shade and making sure sunscreen is available.

Don’t forget wind gusts and thunderstorms

High winds and electrical storms can wreak havoc on the best-laid plans.

If safety is a priority, no other marquees, big tops or tents can surpass ours for strength and wind rating.

In 2007, we worked with the NRMA in Sydney to provide rain protection for 400 de-roofed houses during freak winds and storms.

Monitor the forecast

Once you’ve got your contingency plans in place, keep an eye on the weather forecasts as far in advance as possible.

The Bureau of Meteorology gives seven-day forecasts for most areas. Some other sites can give longer-range forecasts, but they can be unreliable.

The closer you get to your event, the more accurate the forecast will be. If big storms are a threat, keep an eye on the radar and warnings for a minute-by-minute check on where the storm is heading.

Worried about the weather? Find out how to weatherproof your big bash and keep your guests smiling #eventplanning #events Share on X

In summary

Many places in Australia can experience four seasons in one day, so it pays to be prepared for your next outdoor event.

Having a wet weather contingency plan could be the difference between running a successful, profitable event or a washout.

From giving attendees ponchos and blankets to providing plenty of shade and sunscreen, make sure your show can go on – whatever the weather.

How about you?

How do you plan for bad weather?

Talk to us about your next event