A successful trade show or expo starts long before buyers and consumers arrive. There’s a lot of legwork on the front end when planning such a large event with so many people, but choosing the right venue can help streamline the rest of the process. Especially when that venue has everything you need under one roof.

Still wondering how to plan a trade show? This guide offers helpful tips for planning a trade show that vendors and guests will enjoy, while highlighting Wintrust Sports Complex’s flexible event space and long list of amenities that make us the perfect place to host your networking event.

How To Plan a Trade Show

1. Define Your Goals and Audience

Before booking your exhibition venue, identify what you want the event to accomplish. Is your priority to generate leads, introduce new products, build relationships, educate attendees, or create a marketplace for vendors to sell their wares? Your goals for the trade show can determine the layout, seating and space requirements, and any tech accessories you may need.

2. Attendance

Estimate the attendance early. A realistic headcount helps you select an event venue Chicago organizers can use comfortably while allowing room for booths, registration areas, presentations, food service, and circulation. For first-time planners who feel like they don’t know how to plan a trade show, getting a grasp on how many people to expect is an important box to check.

3. Choose the Right Venue

Venue selection is arguably the most important part of trade show planning. Look for a location that offers enough trade show space for booths and attendee flow without accidentally creating awkward empty areas. And don’t forget about parking, accessibility, loading access, restrooms, Wi-Fi, lighting, audiovisual needs, and food and beverage.

The ideal exhibition venue will be flexible, making it easier to adjust booth sizes, create demonstrations, add seating, and accommodate exhibitors. When it comes to the event venue Chicago planners have to consider, asking about setup schedules, event support, tech, and catering policies can help one stand apart from another.

4. Create a Detailed Floor Plan

A thought-out trade show floor plan keeps the event organized and encourages guests to explore, mingle, shop, and learn. Map the exhibitor booths first, then plan registration, entrances, exits, aisles, lounge areas, food stations, restrooms, presentation stages, and clear access to emergency exits. While the right venue can certainly assist with this, your trade show floor plan should take the booth dimensions into account, as well as any electrical requirements, signage, displays, and storage needs. Good trade show event planning anticipates visitor needs and movement rather than just filling the space.

5. Build a Trade Show Planning Checklist

Once the major decisions are done and dusted, it’s time to turn them into a timeline. A useful trade show planning checklist may include:

·   Setting goals, budget, date, and attendance target

·   Reserving the venue and confirming the available trade show space

·   Creating exhibitor packages, contracts, and deadlines

·   Developing registration and attendee communication

·   Finalizing the layout and booth assignments

·   Arranging audiovisual equipment, Wi-Fi, electrical needs, signage, tables, and chairs

·   Confirming catering, staffing, cleaning, and vendor access

·   Promoting the event through email, social media, partners, and industry channels

·   Sending final logistics to exhibitors and attendees

·   Conducting a walkthrough before the big day

Delegate assignments and assign deadlines to each task so important details do not disappear as the event approaches. A detailed trade show planning checklist also makes it easier to coordinate vendors and staff.

6. Promote the Event and Support Exhibitors

Even the best venue can’t make an event successful without attendees. Create a promotional campaign that explains who should attend, what they will gain, and which exhibitors or speakers will be featured. Registration pages should provide clear parking, schedule, accessibility, and arrival information.

Communicate deadlines for booth materials, shipping, setup, registration, and promotion assets. Thorough trade show event planning gives exhibitors enough information to prepare well and helps organizers avoid any last-minute confusion. Effective trade show event planning also keeps the organizer focused on the attendee experience.

7. Make Wintrust Sports Complex Your Event Partner

For organizers looking for an event venue Chicago companies can use for large-scale expos, Wintrust Sports Complex in Bedford Park offers a flexible setting designed for all kinds of events. Our 116,000-square-foot facility features 72,000 square feet of hardwood courts, flexible meeting and event spaces, in-house catering, a restaurant and bar, an arcade, and even a laser tag arena. Our spaces can be adapted for trade shows, conferences, expos, and more.

Tech options cover everything you may need, including PA systems, dimmable LED lighting, Bluetooth speakers, wireless microphones, projectors, and digital screens. Meeting rooms can host breakout sessions and presentations, while the gym provides substantial open space for booths and displays.

Wintrust can also make trade show event planning more convenient by providing event coordination and catering options under one roof. This approach simplifies trade show event planning for organizers. The team can discuss layouts, dates, and space needs to help take some of the burden off organizers.

8. Prepare for Event Day

The final step in planning your trade show is creating a detailed day-of itinerary. Establish times for exhibitor arrival, registration opening, presentations, meals, networking times, and teardown. Assign staff to registration, exhibitor support, technology, and attendee support.

Make sure you walk through the venue before the door is open. Check the signage, booth placement, lighting, tech, food, and walkways. Keep the emergency routes clear and make sure the staff knows who to contact if a problem arises.

A successful expo should feel organized to attendees even when dozens of details are managed behind the scenes. By setting clear goals, choosing the right exhibition venue, designing an effective trade show floor plan, and following a thorough trade show planning checklist, organizers can create an event that benefits exhibitors and guests.

Now that you’re an expert in how to plan a trade show and you’re ready to begin planning, Wintrust Sports Complex can help you bring your vision to life with flexible trade show space, all the tech you need, catering, and event support. Contact our team today to discuss your next expo and see how our facility can meet all of your needs.