Finding the Right People to Exhibit for your Events


Finding the Right People to Exhibit for your Events

For many business owners, attending trade shows is one way to network and create brand awareness.  There are 3 reasons why business owners or even marketing managers would want to host business events;

  1. Attract a large audience and increase brand awareness
  2. Create an awesome experience to all attendees, and
  3. Have exhibitors to get a booth space and are hungry for opportunities.

The sad part is if you are the one hosting an event, attracting exhibitors can be a bit of a challenge. Having to ask people to purchase or rent a small area and prepare a display system to show off products or services and attract potential clients are a big investment of time, money and resources.

Related: Ultimate Guide on How to Launch a Successful Business Event in Singapore

Every business owners know that when hosting an event they need vendors or exhibitors as much as they need sponsors. Exhibitors play a big role in the success of your event. It is a way of getting out of your inner circle, meet new people and make connections.


But why do companies choose to exhibit in an event?

  • For visibility and credibility. A company’s presence at a trade show allows them to meet new customers and reach out to existing ones.

Related: Gearing Up for Your Singapore Tradeshow: 5 Tips to Ensure Success

  • To know what’s working and what isn’t in their industry. Business events are a great opportunity to know which from your competitors are attracting more people in their booth and learn from their marketing strategies.
  • Events allow you to find out what your audience are looking for. It lets you develop and improve your product or service based on what matter most to your audience.

Related: The Strategic Marketing of Using Events to Improve Customer Loyalty

  • Attending an event is a good opportunity for you to meet potential clients to nurture and help increase your sales.

Related: Bring in Huge Numbers of Potential Singaporean IT Clients in The Year of the Rooster

So how can you find exhibitors and get them to say “YES” to your event? Here’s a guide on what to consider when looking for the right people or company to exhibit the next time you plan on hosting an event.

Find someone that has an open line of communication.

A good exhibitor must be receptive to your ideas especially when it comes to what you want your event would turn out, the design of the booth and what products to exhibits.

Look for an expert that is knowledgeable in your industry.

Having a well-known company to exhibit in your event can drive more audience.

Here is one case study from Callbox Singapore and their successful event marketing campaign:

Choose someone with problem-solving skills.

If you have 10 or more exhibitors, it’ll be hard for you to do everything all by yourself. You need someone who can come up with creative solutions when unexpected problems arise.

Pick an exhibitor that is willing to help promote and drive attendees to your event.

Letting people know of your event is important to drive more attendees. Find an exhibitor who is willing to promote your event and inform their followers.

Related: Calling Attendees before your Event in Singapore. What’s the Advantage?

Get someone with a good reputation.

Now we all know that exhibitors have a big impact in your event. So in order for them to consider working with you again on your next event, make sure to have a healthy relationship with them.

Here’s a bonus tip on how to make your exhibitors happy and more productive?

  1. Consider install and dismantle time to avoid delay.
  2. Offer complimentary meals and beverages. This is a great way to avoid downtime and builds a sense of camaraderie.
  3. Provide souvenirs not just to attendees but to your exhibitors, if necessary. A simple appreciation for their participation can go a long way.


Read more creative ideas for events marketing campaign

Learn more about our events telemarketing services in Singapore

Dial +65 3159 0902

What To do When your Event Becomes a Disaster

What To do When your Event Becomes a Disaster

Have you ever planned a business event?

Whether you decide to host a seminar, conference, tradeshow or a product launch, having an event requires intensive planning. However, regardless how many successful events you did in the past, even the most planned and organized events will encounter new obstacles from time to time. Obstacles such as;

  • Nobody showed up
  • Unexpected bad weather
  • Last minute venue cancellation
  • Change of event location
  • Not enough space for attendees
  • Guest speaker didn’t show up
  • Equipment failure

Even if the issues experienced are major or minor, the person in charge of the event is responsible for handling and resolving the problem. So, to keep you from getting stressed out, here are some tips on how to handle an event that went wrong.

Tip #1: Keep Calm

The first thing you need to do when things go wrong is to keep a positive attitude, stay calm and respond to the issue unemotionally. Not only you don’t get to think clearly, but guests tend to panic the moment they saw panic and fear in you.

Related: Gearing Up for Your Singapore Tradeshow: 5 Tips to Ensure Success

Tip #2: Investigate but Stay in Control

When you are in charge of the event and everything goes wrong all eyes are on you. You have to remain in charge and take responsibility for the situation. When a problem is brought to your attention divert your attention on finding a solution. Assume the responsibility for resolving any issues encountered.  

Ultimate Guide on How to Launch a Successful Business Event in Singapore

Tip #3: Always Have a Plan B

We should always be prepared for the possibility that things may not go as planned.If plan A doesn’t go according to plan, you are prepared and ready to handle the situation. Even event professional such as a Photographer, DJ, Audio Technician, etc always bring backup equipment. Having a backup plan means every problem encountered will be unnoticeable and you can immediately fix the problem.

Related: Your Key to Success: Look for Sales Leads in Business Events

Tip #4: Don’t Makeup Excuses

Honesty is the best policy. If something does go wrong, don’t panic! Instead,  explain to your guests the situation and that you’re doing something about it. They might feel a bit frustrated but they’ll appreciate you telling them the truth.


The bottom line is whatever event you’re planning to host, you should always be prepared. Always anticipate something wrong might happen and it’s best to be prepared and ready to address the situation.



Read more creative ideas for events marketing campaign

Learn more about our events telemarketing services in Singapore

Dial +65 3159 0902




Calling Attendees before your Event in Singapore. What’s the Advantage?

The Timeless Email Marketing Tips in Promoting Industry Events in Singapore

3 Ways to Follow Up Your Event Attendees for Greater Top of Mind Awareness


The Best Event Marketing Game Plan to Present to your Boss

The Best Event Marketing Game Plan to Present to your Boss- (1)

Every marketer must build good relationship and earn the trust of their prospective buyers or customers. Events such as conferences, webinars and seminar or in-person events play an important role to help boost your marketing campaign. Also, it is a great way to market your business to potential customers.

Most of the consumers nowadays want more than just  sales pitch.  They  are wiser and are more keen to evaluate the product or service  first before making a decision to purchase. Attending marketing events provide opportunities for them to interact with different brands and vendors  to get firsthand information that’ll help them choose what products or service works for them.

This year, your company is planning to host a marketing event and you are the assigned Event Manager/ Chairman. I’ve outlined the steps that will help you create  the best marketing plan for your event.

#1: Set Goals and Objectives

Establish  your  goal and your objective. Ask yourself these two questions to help you create your goals and objectives.

1.) What’s your purpose of organizing this event?

2.) What do you want to achieve after this event?


  • To meet with potential clients and promote new product or service
  • To build connections with other business owners within our industry and gain new learnings

Related: Tips when Representing your Company on Business Events

#2: Set a date

When setting up the date for new events, give at least 6 months to plan, depending on the nature of the event. Also, be sure to consider the following:

  • Be aware of religious holidays.
  • Consider the season. Few people will attend during rainy days.
  • Coordinate with the chosen participants such as; speakers, presenters, VIP guests, etc. when it comes to their availability.

Take note of other events within your industry.

Related: The Timeless Email Marketing Tips in Promoting Industry Events in Singapore

#3: Organize Your Core Team and Create a Master Plan For Every Assigned Committee

Identify all the personnel involved to handle all the details and take note of their responsibilities. Assign 1 key Event Manager or chairman as well as individual chairperson for sub-committees such as:

  • Venue management
    • Contracts, permits, insurance, etc
    • Catering (if necessary)
  • Speakers
    • Identify who are your speakers
    • Confirm their availability
  • Entertainment/ Activities during the event
  • Publicity/ Promotion
  • Sponsors and Partnership
  • Registration
    • Online or on-site sign up
    • Payment and tracking, if it’s a paid event, etc

Related: The Handy Checklist to a Successful Trade Show Appearance

#4: Get Organized

Of course, you want your event to become successful which means, you need to come up with a theme and a name to get attention, especially in social media. Here’s what you can do with your team.

  • Brainstorm names: When you are brainstorming for the event name, think about the following:
    • how is your event different from other events in your industry?
    • what message are you planning to convey through this event?
  • Create a Tagline: Create a tagline. More of a branding slogan that describes your event.
  • Design a Logo: Have a logo to represent your event. It can also be an effective branding tool. If you want, you can create souvenir items for attendees (such as; T-shirts, mugs, bags, etc.)

Related: Calling Attendees before your Event in Singapore. What’s the Advantage?

Planning for an event in Singapore? Learn more about Callbox Singapore Multi-Channel Event Marketing Process.

#5: Analyze and Review  Previous Events (if this is not the first time that you’ve hosted an event)

  • Who are your past attendee and why did they attend
  • How past attendees heard about the event
  • RSVP’s vs tickets sold
  • Social media interactions

Related: 5 Most Effective Ways to Use Social Media Marketing to Promote Your Event

#6: Build Marketing Plan

Create a strong marketing plan consists of:

  • Competitive analysis
    • Demographics
    • Projected number of attendees.
  • Budget and other constraints
  • Overall Event Timeline
    • Meet with catering partners
    • Cut off date for selling the tickets
    • When to inform the speakers
    • Final list of speakers
  • Specific marketing tactics – These includes actions that you will take to achieve your goals, such as a social media contest, press releases, etc.
  • Prepare a (SWOT) analysis, Strengths, Weakness, Opportunities and Threats to your event (such as weather, other competing events that weekend, etc.)

#7: Identify your budget

Based on 2012 IDC Tech Marketing Benchmarks Study, ⅕ of the marketing budget is allocated for event marketing.

Event Marketing leaves a brand-focused and a lasting impression to people who are gathered together during the event. Impress your boss/client by creating an event marketing game plan using these tips when you plan for the next event for your company.


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