Preparing your Business for Events - Best Practices

Avalon Park has announced their upcoming event calendar which includes the July 4th Celebration, Spooktacular, Fall Craft Fair, Avalon Aglow and more. These events allow businesses an opportunity to showcase their products and services to potential customers and clients. Summer is the perfect time to ensure your business is ready for the event season. The Chamber kicks off our fall event season with the Business Expo on August 25th from 5-8pm at the DoubleTree Hotel Orlando Airport. While the Chamber is gearing up to host this Expo, you should also prepare if you anticipate showcasing your business at any of these events.

If you haven’t started planning, do it now. There many things to do when considering investing in an event. First and foremost, set a budget. Know which events you’d like to participate in during the season and calculate an ROI to recoup any fees. Secondly, look at the date and times, are you available and have the manpower to staff your table? You may need at least 2-3 people to assist at your space. What is included in the fees and what to you need to bring? Does the event host, provide tents, tables, chairs, etc.? Do you have items that brand you and represent your company and do you have enough of these items? These can include a Branded Tablecloth or Runner, Pop-up Banner, Event Tent (if outdoors), Tchotchkes (a branded item to give away to visitors to your space), Printed Materials & Business Cards. It is important to determine what you need now, by waiting you may end up paying more to have it shipped in a rush. You may also find items on clearance, ask your marketing company what they have on special or clearance.

When ordering items, determine how many events you intend to participate and ask the event promoters how many attendees they expect. Then order all your supplies and purchase enough tchotchkes at the same time. You can save by purchasing in bulk, especially in shipping and set-up fees. Price items out and compare vendors and lead times, this is important to ensure your materials arrive intime for the event. Attendees appreciate items that are useful, such as, eye glass cleaning cloths, chip clips, sunscreen, cell phone holders, etc. These items will fly off your table so don’t put them all out at once, be selective. Another tip is to include a method to win items. This can include a prize wheel or a drawing to win a giveaway. This works twofold, you collect a prospects information before they can win a prize, and secondly you control who gets the prizes as opposed to people just grabbing your freebies off the table. Make sure you have a way to collect prospective client’s information, a form, card, collect business cards, etc. This information can be used to follow up on leads, create a mailing list for additional marketing opportunities.

Once you have gathered your items, set up a display which looks great. Set up a practice table with the same dimensions before the event to ensure you have enough space to display your items and marketing materials. Make it look inviting so people will approach your space. Then take a photo of the table so you remember the set up and make it a breeze.

Lastly, at the event, get out in front of your table, engage with the passer-byes. Nobody wants to interrupt someone on their phone or not engaged sitting behind the table. You and your staff are there to create leads meet people and set up follow up meetings for the sale. It is not the time to relax, if you spent money on the space you need to ensure you recover that cost. No eating or sitting on your cell, this will drive folks away, nobody wants to interrupt someone. Ensure to wear comfortable clothing and shoes, you will be standing and moving around.

The East Orlando Chamber of Commerce has numerous members who can assist you in preparing for the next event. Feel free to reach out to any of these members who can assist you with your marketing and promotional needs.

Acme Print Shop

Embroidery Plus Promotional

Fineline Printing

Global Sourcing Group

Nadini Marketing & Printing

Platinum Signs

Rimco Marketing Products

Signarama

Threadlink

If you’d like to learn more about the 2022 Business Expo visit EOCC.org or call the chamber office to reserve your space today. For over 75 years, the East Orlando Chamber of Commerce has assisted our members by providing opportunities to grow, stay informed, get connected and succeed in Central Florida. Contact the Chamber office today at 407-277-5951 or visit EOCC.org for more information. Join the Movement which is the East Orlando Chamber of Commerce.