An inciting invitation that draws attendees to your exhibition stand

You are planning to participate in an exhibition show in a month’s time, now you want to invite your customers and probable leads to your exhibition stand. Are you faced with questions like “How to set up an exhibition stand?”, “How to execute your exhibition booth setup?’’?  Your CRM system tells you that there are around 500 people whom you can invite to your exhibition stand design at the show.You compose a simple general letter for invitation beginning with “Dear Sir/Maam, welcoming them to your exhibition stand and mention your exhibition stand number,

you feel the job is done and wait expectantly for your clients to visit your exhibition stand at the exhibition show, while you get busy with your booth setup for exhibition, at the end of the fair you realize that very few of the invitees have responded to your invitation to the exhibition show, you have no choice but to leave disappointed, you have hardly met any of your clients.Is this scenario familiar? Maybe the above example is a bit too harsh, but many business owners use a very impersonal approach.

when it comes to sending invitation letter to visit their stall exhibition. This means that at the end of the day after spending a fair amount in an exhibition stand you have lost the opportunity to interact with your clients in informal surroundings where you could have updated them about your new products and booked new orders as well as further bond with your existing clients and met some new ones, and you know for fact that your exhibition stand design is not to blame

Talk about the quality of the exhibition show and about your presence in it.

Most people have busy schedules and attending exhibitions is not on the top of their priority list. Be sure to mention how attending the exhibition could be beneficial for their business and how the exhibits can be of help to them. Most importantly mention how visiting your exhibition stand will help them do better in what they are doing and give them a peek at the new products you plan to launch during the course of the exhibition show. Frame the benefit they gain when sending out your invitation to the exhibition show.

Use a personal landing page to keep track of invitees who visit your stand during the exhibition.

Personal landing pages are often simple pages which can be filled up like a form, get your invitees to sign up for the exhibition show on this page, give an incentive to fill the form like a free sample or a gift, mention this registration link clearly in your invitation letter. If you want to bolster your attempts to get invitees to provide their details, your landing page can utilize social media plug-ins to get users to sync their contact information to reduce effort on their part to get them to fill a form and provide their contact details.

Be Personal

It does not need to be like this, many companies use CRMs and the data is used to send letters and several repetitive exhibition invitation to their list of people in the data bank, the key to these letters and invites is that each one of them should be personalized and addressed to each recipient by his or her name. It is not easy to send personalized letters to each person on the list but it is worth the effort, people react positively to personal mails, remember people are not numbers on a mailing list but real people who all want to be treated with respect. Consider this when sending your exhibition invite.

Take some extra care and personalize your correspondence it will make a big difference at your next exhibition. Following these simple tips will help you get the right people to your exhibition stand.

Personalize the first line

Send your invitation to an individual and not to a group. When you send an exhibition invite try your best to keep that individual’s perceptions in mind. If it’s an existing client be sure to mention the last positive interaction you’ve had with this client in the first line itself, since this will help build rapport with them and personalize your exhibition invitation even more. If you’ve never met this client or if it’s a new client than it is wise to remain honest and tell them that you’ve never met them. But you do think that they might find your exhibition stand interesting and that you would like to extend an invitation to them.

Conclude your invite on a personal note

While concluding the exhibition invite make it more personal by mentioning how you are looking forward to meeting the client in person at the exhibition. It is best to also specify your agenda with them on a personal level. Everyone who gets mails is well aware of spam mails and template mails. Go an extra mile and mention why you want to meet a particular client. Mention how you hope to collaborate with them. After all if several people from the same company are planning to visit the exhibition, work on your personal relationship with each of them and invite them individually. That can make all the difference.

Pay attention to the design of the invite

Design your exhibition invite in such a way that it stands out and is on top of the invitees mind, always include your corporate identity in your invitation to exhibition show like the company logo, product slogan and other catch words. Make sure to proof-read it at least five times before you decide to send it for printing. Better yet, take a sample print of your exhibition invite, so that you can physically check it. What might look good on screen might not look the same in print.

Send reminders

Be repetitive, sending reminders to people on your mailing list, this will help them remember to acknowledge and visit your exhibition stand design despite a busy work day. But don’t overdo it because otherwise it can be quite infuriating for the receiver. Have a mailing calendar ready where you mail your customers at specific dates prior to when your exhibition stand is ready to get on the floor. If you are sending your invitations through email than make sure that you always include the link to your form in these mails.

These simple tips should provide you with road map that you need to help you increase footfalls that can add to success of your exhibition stand.