The Art of Easy Exhibiting: Leveraging your OSC to Create Positive Trade Show Experiences is a contributed article from Fern Expo.
Creating a positive experience for trade show exhibitors is crucial for fostering long-term relationships and encouraging repeat participation. When exhibitors feel valued and supported, they are more likely to return, bringing their energy, innovations, and resources back to the event.
Official service contractors (OSC) can play a pivotal role in shaping this positive experience. By providing comprehensive support and streamlined services, OSCs can alleviate many of the logistical burdens that exhibitors face, allowing them to focus on showcasing their offerings and engaging with attendees. From efficient material handling and timely communication to personalized assistance throughout the planning process, OSCs are instrumental in creating an environment where exhibitors feel confident and prepared.
As the event organizer, you can enhance exhibitors’ experiences with the OSC, making your show more appealing and desirable.
Communicate Deadlines and Support Resources: Regularly remind exhibitors of key deadlines through email updates and newsletters. This ensures that they stay informed and can plan accordingly. It is equally important to highlight how they can reach the OSC for questions or pre-show planning challenges. Providing clear contact information and encouraging open lines of communication can alleviate stress and enhance their overall experience.
Utilize the OSC’s order tracking platform. This tool gives organizers visibility into who has placed orders and helps track overall exhibitor engagement. For example, if there are 45 days until the event and an exhibitor hasn’t logged in to make any orders, your sales team can proactively reach out to offer assistance and encourage participation. This not only strengthens communication but also improves the exhibitor experience by addressing potential issues early. While the OSC might have a contact center that makes courtesy calls, organizers can also implement their own outreach efforts to ensure that no exhibitor feels overlooked. This strategy actively cultivates a supportive environment among team members.
Identify VIP Exhibitors: Notify the OSC about any VIP exhibitors – such as legacy sponsors, major donors, or an elected chair – who may require additional attention. Offering tailored support for these exhibitors not only shows appreciation for their contributions but can also strengthen relationships and ensure their needs are met.
Proactively Address Logistics. Be proactive in identifying any potential issues or unusual circumstances related to logistics. By anticipating challenges – whether related to space, setup, or materials – you can address them before they escalate. For example, if an exhibitor has a unique exhibit with oversized display elements, foresight and pre-event conversations with the OSC can save significant costs and reduce stress for both exhibitors and organizers once on-site.
Encourage Exhibitors to Seek Support Across Multiple Events. Many exhibitors participate in multiple events handled by the same OSC throughout the year. Coordinating logistics can significantly enhance efficiency and reduce costs for exhibitors. For example, if several exhibitors are going from one trade show to the next, the OSC might provide caravan services. Communication is key. Encourage your exhibitors to build relationships with the OSC, ask questions, and benefit from comprehensive support and logistical planning.
Making the exhibiting process easy and painless not only enhances exhibitors’ satisfaction but also encourages repeat participation. Leveraging the support of OSCs and implementing strategies such as clear communication, proactive logistics management, and personalized assistance can significantly alleviate the common pain points that exhibitors face, setting the stage for a thriving trade show that attracts new participants and builds a strong reputation in the industry.
