Tag Archives: getting a table at a trade show

Reserve your table Now!

When it comes to trade shows, there are a lot of people that you are competing with in order to get a table. For that reason, it’s important to reserve and pay for your table as soon as possible. But if they event is a few months in the future, you may be leery just in case something else comes up and you cannot attending. If this sounds like you, here are a few suggestions.

English: Table with marzipan sweets made by 'P...

English: Table with marzipan sweets made by (Photo credit: Wikipedia)

Deadline                       

The first thing you may want to ask the coordinator is if there is a deadline for the first person to book the table. For instance, let’s say the event isn’t for 3 months; you may be able to hold the table until a month before the event without paying.   If this is the case, ask if you will be contacted if someone else wants to book so that you can get your payment in.

Refunds/Sell Table

Quite often, events will require you to pay for your table at whatever time you book it no matter how far out the event is. If it turns out you cannot attend, you can ask for a refund (but many places will not refund you unless they can fill your table easily) or you can see if a teammate wants it. If a teammate wants it, let the coordinator know that someone else will be coming in your place and that they are a member on your team. You can charge your teammate or just cover the cost yourself.

Waiting List

Sometimes the coordinator is willing to create a waiting list in case the first person has to cancel. This may also be because the payment from the first person is in the mail and has not arrived. If they put you on a waiting list, you can ask if the first person has paid or not. It’s possible that someone just requested the table last week and their payment is in transit so that person has the first dibs on the table. Do not push the coordinator too hard for information as they may decide just not to deal with you and not give you the table.

Getting a Table at a Trade Show

Have you ever received an invitation to a trade show months in advance and weren’t sure when to pay? It can be a tricky situation but there are a few tips I can offer you to navigate this situation and make sure that you get the spot.

IBM @ CeBIT 2010, Hanover, Germany

IBM @ CeBIT 2010, Hanover, Germany (Photo credit: Wikipedia)

Early Deadline

See if there is an early deadline for a table.   It could be that they are offering the tables to those who had the table first. Quite often, if someone organizes a second trade show, they will contact those vendors that attended the prior event first. If this is the case, they will likely give you a deadline to get your funds in or the table will be up for grabs.

First One Who Sends Money

Many times you will see that an event has something indicating that the first person to pay gets the table.   Start by inquiring to find out if your company is already represented. If not, ask if you can reserve the table and advise them that you will be sending payment and how you will be sending it.   Make sure to follow through and actually do it! If you cannot for whatever reason, talk to the organizer and see what arrangements can be made.   Depending on when the event actually is will determine the flexibility of the organizer. Tables that cannot be paid for within a reasonable time frame or do not have the payment show up will be up for grabs.   For me, I give them two weeks.

Deadline

Again, there is typically a deadline for getting your funds in. This is for a variety of reasons but one is so that they know your company is represented. Some events can be difficult to get into or they need numbers by a certain date to make sure that they have appropriate resources to accommodate everyone.