Exhibitor Etiquette

photo grabbed from Google Images

DO’S AND DON’TS AT A BRIDAL FAIR

Trade shows are serious business, and is particularly true with bridal fairs; there’s more to it than setting up a display and handing out flyers.

While we, the organizers, strive to maintain a safe and business-friendly event environment for soon-to-weds and exhibitors both, we enjoin everyone to do their part in making Before I Do – Wedding and Debut Fair a genuine success.

Here are a few tips for a more fulfilling experience at Before I Do, as shared by fellow wedding vendors, returning exhibitors, and industry partners:

 

Supplier to Organizer

1. Every new run of a Before I Do Bridal Fair is always something different. Even if your company has attended other bridal fairs before, it pays to be mindful of your participation– attend the exhibitor briefings, and check your reminder emails for important updates from the organizers.

We continually make an effort in coming up with new promotional activities tying into the bridal fair, both online and on-ground. Take advantage of suggestions and trends presented during the event briefing to help achieve your own event goals.

2. Booking a Slot. We encourage you to book a slot as early as you are able. This allows you to plan ahead and accordingly, and maximize your marketing and promotional efforts in connection with Before I Do Bridal Fair.

Review the Terms and Conditions laid out in your contract; this is for the mutual protection of all parties involved– our organizing team, attending soon-to-weds and clients, our host venue, event partners and suppliers, and your company.

Complete the needed details in your application form; the same information will be used to update your online listing, among others.

3. The Participation Fee. Your participation fee ensures your slot at Before I Do. While there are a number of options available for you to participate, we believe our prices to be fair and reasonable. The best slots are usually the first to go, so if you have your eye on a specific location, secure this right away with your participation fee.

4. Rules and regulations are in place at Before I Do to ensure a fair and fun, yet client-friendly business environment. Please ensure that you and your attending staff follow the event rules and regulations outlined in your contract/event manual. In our experience, many of the problems occur when your attending staff misunderstand or are unaware of Before I Do or the venue’s rules and regulations during the event, so please have your team attend our scheduled event briefings and to disseminate the same.

5. Remember: we, as organizers, are committed to serving you with both courtesy and respect. It is appreciated if you could extend the same consideration. Please refrain from using offensive language or exhibiting aggressive behavior towards the organizer, and instead properly voice out your concerns.

 

Supplier to Co-supplier

1. Avoid disruptions such as bright lights or loud music which could interfere with other exhibitors’ ability to talk to attendees.

2. Camaraderie is encouraged. Make friends with other suppliers and vendors, and work together if you can. If the client is looking for a certain supplier, kindly endorse them or recommend the suppliers that would best address their preferences. Recommendations might just come back to you.

3. While we believe in friendly competition, we urge you to not bad-mouth your competitors (or other suppliers/vendors) or their services; remember, you might be working with them (or for them) some day. We instead urge you to work together to bring up your sector of the wedding and events industry.

4. Maintain professionalism. Remember that soon-to-weds best respond to a warm and friendly, yet business-like demeanor. We encourage you to brief your team to not only dress the part, but also conduct themselves accordingly to represent your company well.

This is a trade hall, not a marketplace. Barker-style, hard-sell, and high-pressure sales tactics are highly discouraged. Wait until the client is at your booth. Don’t offer anything while another supplier is engaged with them. If attendees have already signed up with another supplier, it is in bad taste to coerce the client to sign up with you instead. Respect their contract and completed transaction.

5. Leafletting and distribution of flyers are limited to your leased space. When giving out flyers, keep the walkways and aisles clear. Remember that these walk ways are for the comfort and convenience of our soon-to-wed guests and other clients.

 

Supplier to Attendee

Always bear this in mind: Before I Do attendees are mostly soon-to-wed couples, debutantes or friends and family of soon-to-weds. So treat our clients with utmost respect and courtesy.

You want to show them that they can trust you enough to let you handle an important event in their life, so the least you can do for them is to give them the level of service they deserve.

1. On setting up shop: remember, you’ll never know when a hot lead will translate into a sale, so tell your team to be ready at all times.
– Remember, if you are not at your booth, it is likely you will miss out on sales opportunities from attending clients.
– Arrive early to entertain early bird attendees.
– Always keep your booth manned properly at all times.
– Have enough manpower to cover Before I Do’s event hours.
– Have your materials ready: brochures, packages, business cards, contracts, receipts, samples, and other sales kits for ready access when needed.
– Stow away all personal belonging away from sight. This is not just for the purpose of cleanliness and orderliness, but also for security reasons as well. A booth that is clean and orderly is more likely to attract more business.
– Keep your equipment, materials and display within your designated booth space. Stow away all unnecessary gear, and dispose your trash properly.
– Wear your Event ID at all times in order for clients to know that you are authorized to transact with them

2. Appearance and demeanor: first impressions are truly lasting, so here are a few reminders to help your team put their best foot forward:
– Dress to impress. You’re a wedding and events professional, so take the effort to look like one. Remind your staff and crew to dress accordingly.
– Be mindful of your hygiene and appearance. Have mints or water ready to stave off the onset of bad breath.
– If you want to be approached, be approachable! Show that you are friendly and ready to engage. Smile until it hurts. Nobody wants to talk to someone indifferent or unpleasant.
– Stand up and do the 3 G’s – grip, grin, greet. Be ready to engage your potential clients with a firm handshake, a warm smile and sincere greeting. Never underestimate the power of first impression which takes place in the first 7 seconds.
– Be enthusiastic, confident and polite.
– Sit if your client is seated and stand when your client is standing.
– Maintain good eye contact with attendees.
– Be mindful of your body language. Don’t cross your arms or place your hands on your pockets.

3. Conducting business: Before I Do – Wedding and Debut Fair will give you a lot of opportunities to gain new business, so we hope that as an exhibitor, you have followed the guidelines we have set forth to help you succeed. Here are a few more tips to help you and your team bring in more business for your company:
– Don’t hard sell. Don’t force an attendee to get your services. In many such cases, clients come back not to upgrade but because they want to cancel their booking since they feel they have booked your services too hastily.
– Manage proper expectations with your clients. Be forthcoming and transparent, and as much as possible have everything in black and white.
– Follow the 80/20 rule: listen 80% of the time and speak for 20%.
– To help gather more information, ask open-ended questions-– beginning with “who”, “what”, “when”, “where”, “why”, or “how”.
– Pay attention to the body language of the attendee to determine how interested they are – are they confused, bored or interested?
– Spend more time speaking to and entertaining bridal fair attendees, rather than your teammates.
– Thank attendees for spending time at your booth when they arrive and leave.
– If you inform potential clients that you will email them the information they need, make sure that you do so.
– Return all calls, sms, emails, at the soonest possible time (within office hours). Remember that with all the advances in technology, it is not polite not to return or delay making return calls, sms, and emails. As wedding industry professionals, we shouldn’t make our clients wait.
– Finally, don’t over book your day. If you are servicing two or more events in a day, make sure that you will be in time for all your booked events (considering the distance, time, and flow of vehicular traffic) and not sacrifice one for the other. If you arrive late, not only will your client will suffer from undue stress, but you will also likely get bad client reviews as a result.

Finally, for any questions or concerns, please do not hesitate to get in touch with our team through a call, email, or text. We are happy to help sort things out for you, should you need clarification, or if you need to confirm some details about the event. For your convenience, click here for our contact details.

 

Thank you Ms. Maloy Almeda of Bounce Events Ground, Ms. Chacha Datu of Lifestyle Party Planners, Ms. Gerri Diokno of Home and Bridal Essentials and Mr. Renzie Baluyut of Tagaytay Living for sharing some of your thoughts and tips.