Ealing Business Expo 2020 - Information Guide for Exhibitors and Sponsors by Contactus magazines

TWO DAYS IN 2020! ealingbizexpo.co.uk 19 & 20 October

@EalingBizExpo

WITH D E T A UPD LS OF THE DETAI E ASPECTS ONLIN

EALING

BUSINESS EXPO 2020 *COVID-SAFE EVENT*

Information for exhibitors

Part 1: Thinking about exhibiting? Part 2: The benefits of sponsorship Part 3: Exhibitors/Sponsors welcome pack Part 4: Instructions for Expo Days Part 5: Hybrid event update Exhibitors Guide Last updated August 2020

Read each section of the Exhibitors Guide: Scan this QR code with your phone camera to tap through to ealingbizexpo.co.uk/ exhibit, then follow the link to each PDF The full guide is available at: issuu.com/ contactusealing

Ealing Business Expo, the biggest business event in Ealing, West London, is brought to you by:

For more information, email: info@contactusealing.co.uk

19 & 20 Oct 2020

8 useful bits of info about the inperson/online Expo 2020 • Dates: Mon 19 – Tue 20 Oct 2020 • Venue: DoubleTree by Hilton, Ealing W5 3HN; and Contactus social media • Opening times: 11am to 5pm both days (Day 1 in person; Day 2 online) • Admission: Free to attend • Contact: More questions? Email Expo director Carlene Bender at: info@contactusealing.co.uk • Social media: @EalingBizExpo on Twitter, Facebook and Instagram • Website: ealingbizexpo.co.uk 1 Who will be attending the hybrid Ealing Business Expo 2020? We’re expecting 1k+ business-owners to show up across both days: including from Ealing, West London, and beyond. 2 Can someone take part even if they don’t have a business? Of course! Although the Expo’s main

EALING

BUSINESS EXPO 2020

FAQs

target audience is B2B, we love to welcome pre-startups, or even those just curious about doing business in Ealing. 3 What is the price of a stand? The price for a regular full stand is £395 on Monday, and £100 for the online-only Tuesday stand. 4 How do you book an exhibition stand? Email me or fill in the form at: ealingbizexpo.co.uk/exhibit 5 What can attendees expect to see at the Ealing Business Expo? (i) exhibition of business stands; (ii) an inspiring lineup of speakers; and (iii) a lot of covid-safe connecting 6 How is the event being advertised? Online, in print and in person: i.e. via social media, email marketing, printed flyers and posters, the Expo Guide in

print and online, at networking events, local adverts, and via word of mouth. 7 How can I use the Ealing Business Expo to promote my business? Maximise the promotional opportunities: (i) join us as an exhibitor, headline sponsor or support-sponsor; (ii) interact with the #EalingBizExpo hashtag on social media; (iii) participate in Expo-related events to increase the number of new connections 8 What measures are being taken to ensure this event is covid-safe? Day 1: working with the venue to meet government regulations; and greater communications about what to expect. Day 2 is completely online. Join us.

So you’re thinking about taking a stand Here’s how exhibiting at the Ealing Business Expo can help your business to grow and develop

1 Increased visibility usiness people considering whether or not to exhibit at Ealing Business Expo usually “If people don’t know that your have one main question: “Why should business exists, how can they buy we spend our hard-earned marketing from you?” – we’ve heard that said budget on an exhibition stand at enough times. As an exhibitor at a your Expo?” business show, you will have a higher profile than other businesses. So, after organising several of my own shows, and attending other shows as Your exhibition fee is what will be an exhibitor or as a visitor, I narrowed paying the costs of the Expo, so the it down to what I believe are the top organisers will want to make sure three benefits of taking part in a you are happy and that you get a lot business show as an exhibitor. of visibility and exposure.

At Ealing Business Expo for example, we make sure to promote our exhibitors in multiple ways – for example using social media to @-mention our exhibitors alongside headline hashtags such as #MeettheExhibitor, #ExpoPoll, #ExpoHour and #RetweetSaturday. Your business will be seen repeatedly and positively in the months in the run-up to the Expo, and in photo/video/text coverage during and after the event. Continues...

Exhibitor feedback “Last week I went to another expo, and it was not even half as busy as here, so thank you – thank you so much!” – Agnes Gradzewicz, Smarty Software

“It was fabulous – it surpassed my expectations, the whole experience... I just had so much fun, and on the day I was so excited, I had some great conversations, and some great leads” – Frances Nwanodi, Smart PA

Other ways to increased visibility: • your logo and company details in the printed/online Expo Guide • live weblinks to your business website and social media profiles • interacting with other exhibitors • wearing your company colours at the event and decorating your stand to be eye-catching • step up to sponsorship

2 Build credibility Regardless of the size of the event – big or small, local or national – it will have an influence on the community built up around it, and this can reflect positively on your business. If the organiser is happy to promote you as part of their Expo, it helps potential clients or investors to be willing to open up to you too. Particularly at the local level, there is a lot of good feeling towards companies who take part in community events, and “give back” in some way. As an exhibitor, you can build on that customer loyalty.

Our 5th local business show Ealing Business Expo 2020, being held over two days: Monday 19th and Tuesday 20th October, is the fifth business show we’ve organised and delivered in the borough of Ealing, including Acton Business Expo in 2016. The event is designed to bring business-people together in Ealing, West London, face-to-face & online, to do real business in real time. Event director: Carlene Bender (Contactus Ltd) Contact: info@contactusealing.co.uk

See the Expo 2019 video highlights at:

youtu.be/_7TbjYlY6DA

3 Legitimate email list-building

Website: ealingbizexpo.co.uk Social media: @EalingBizExpo

What’s in a stand?

Your email list is pure business gold, and in these days of GDPR legislation, you want to collect any new email addresses safely and correctly. Your opt-in form is the gateway to increased potential business – some people exhibit purely for the interpersonal exchange (building on your credibility, see part 2 above) that results in a new possible client signing up for their newsletter. Running an exhibition stand at a business show offers multiple ways of encouraging interested visitors to submit their email addresses, such as via a business card drop to take part in a competition with prizes, or for a guaranteed freebie, or to access exclusive content on a website. These strategies can eventually be followed up with a marketing message. Read the full version of this article, and more, at: https://tinyurl.com/CarleneLinkedIn

PRICES – refer to floor plan on p4 (20% discount if exhibiting both days; no VAT to be applied)

Day 1 • Premium position stand: £450 • Full stand (see above): £395 • Half stand: £250 (small table; no display boards) • Pull up banner only: £50 Day 2 • Online only stand: £100 Both days • Sponsorship: £1500 (includes Premium position stand - 2 days) • Expo supporter (no stand): £200

Exhibitor package • Day 1: 3-sided exhibition booth (see p3): 5x2ft table, white tablecloth, one chair and space for 2 pull-up banners • Day 2: online video listing with links • Expo website live-linked listing • ‘Expo Guide’ magazine listing • one year’s subscription to the Ealing Business Diary monthly listings • exhibitor training workshop: how to make the most of Ealing Business Expo • exclusive exhibitor networking • 1:1 marketing advice session • online reach of over 10,000 people before, during and after the event Regular monthly updates will be via our exhibitor-only email newsletter

Read more of our Expo articles Copy and paste this URL: https://www. linkedin.com/in/carlene-de-bourgbender/detail/recent-activity/posts/

Next steps 1 Pick your desired position on the floor plan above. 2 Fill in the Exhibitors Application form at ealingbizexpo.co.uk/exhibit

3 Submit form, and once you receive the invoice, pay by the deadline date so we can start promoting your business. 4 Stand by for further information, including the “New Exhibitor Welcome Pack”. Be sure to check your spam folder for Expo emails.

Expo 2019 highlights

• “Use your local business expo as training for the big events” Here are some ideas about how you can start small and eventually move on up to the big events • “Minal Meets” Expo director Carlene Bender interviewed by Minal Patel of Marketing by Minal: https://www.marketingbyminal.com/ minal-meets-carlene-bender-ealingbusiness-expo/

See the full photo album at: flic.kr/s/aHsmzF8zze

TWO DAYS IN 2020! ealingbizexpo.co.uk 19 & 20 October

@EalingBizExpo

EALING

BUSINESS EXPO 2020 Information for our sponsors

Ealing Business Expo, the biggest business event in Ealing, West London, is brought to you by:

For more information, email: info@contactusealing.co.uk

19 & 20 Oct 2020

EALING

BUSINESS EXPO 2020

FAQs

All the benefits of being an Expo sponsor Ealing Business Expo 2020 is made for showing off businesses – make the most of that for your business

ponsorship is the number one way of using the Ealing Business Expo to bring attention to your brand or message. The amount of money you’re investing shows that you are serious about your business, while choosing to support the biggest business event in the borough shows how committed you are to building links locally. These links will pay off not only because the event will be better

because of your contribution, but because other businesses will remember you, hold you in high esteem, and choose your product or service rather than your competitor’s. Your decision to invest in sponsorship will attract the attention and respect of investors and news media, and this will increase your standing in the business community. Here is a summary of our top three benefits to sponsorship.

1 Highest impact visibility As the event sponsor, your business logo, link, and contact details show up everywhere that the event is promoted across the borough and West London: i.e. on the Expo website; on the cover of the Expo Guide published in print and online; on banners and posters, flyers and advert artwork; on our email headers; during Zoom calls; @-mentioned on social media; and thanked during interviews and networking meetups. Continues...

Join us as a Headline Sponsor Ealing Business Expo 2020 headline sponsorship costs £1500. In exchange for this, you get all that the regular exhibitors get (see p4, Part 1), plus several exclusive extras: • full-on promotion as the event sponsor, from the moment that the invoice sum is paid, continuing until at least one month after the event across all Expo outlets online, in person and in print • premium position stand across two days in a high footfall/clickability area

About the venue Day 1 of the Ealing Business Expo takes place at the DoubleTree by Hilton London Ealing hotel, 2 Hanger Lane, Ealing, London W5 2HN. Top reasons why our attendees like coming here: all-day on-site parking (car park space for up to 150 cars; plus some free on-street parking); ease of access by public transport (buses along Uxbridge Road and the North Circular, and Ealing Common tube station five minutes’ walk away on the District Line and the Piccadilly Line); and the hotel’s W5 Bar and Grill restaurant (including Starbucks coffee).

And while increased visibility is also a special benefit for businesses who take an exhibition stand, as a sponsor this effect is multiplied by at least 10 times.

2 Stand out from the crowd The Ealing Business Expo’s mission is to promote our exhibitors/ sponsors as well as provide an environment for fruitful interaction between visitors and exhibitors. With over 1,000 participants expected online and inperson over the two days, and more than 50 exhibitors seeking their attention, you may want your business to stand out in a special way. This is why there are exclusive features saved for sponsors only, and is the reason we keep the number of headline sponsors to fewer than 10. As a sponsor you can also gain attention by standing out from your competitors, so that the

majority of enquiries related to your specialty product or service will come to you.

3 Customise your benefits Perhaps you are not interested in increased promotion or visibility, or the standard offer to sponsors; perhaps you would like your investment to be used differently. For example: - to fund a specific aspect of the Expo, e.g. the lunch, or the app - to co-brand or split the sponsorship with another company - to promote your chosen charity - to gain the image boost that comes with sponsorship, but not get any further involved - to create a ‘sponsored village’ We are open to discussing different ways of promoting your brand, so please get in touch. Read the full version of this article, posted at: https://tinyurl.com/CarleneLinkedIn

• the option of doing away with the Day 1 stand furniture (5ft x 2ft table with white tablecloth, chair, and three-sided display booth) to have your own setup • invitation to address the audience at the Expo welcome ceremony • 20-minute live-broadcast speaking slot at the Expo (seminar topic related to your business; you’re welcome to promote your business during the last five minutes of the presentation)

Supporter options available If you’d prefer to support the Expo rather than get involved in exhibiting or direct sponsoring, consider any of these Supporter promotional options, which cost £200 each (full sponsors get all the listed promos): • banner support (your logo on our printed banners as well as on the website and in the event guide) • virtual speed networking room sponsor (your business name and logo will be featured on the host’s shared screen during the event) • 20-minute speaking slot (promote your business in the last five minutes) • Expo Guide magazine adverts (artwork included) – full page A5-size £200 – published online and in print • pick an aspect of the Expo that you would like to support, e.g. the Expo Hour session on Twitter, venue hire, our Ugenie community hub app, freebies, hand sanitiser, sneeze screens, etc, and let us know

Read more of our Expo articles Copy and paste this URL: https://www. linkedin.com/in/carlene-de-bourgbender/detail/recent-activity/posts/

• How to “pre-Expo” Using the period before the actual event to build up your connections • “Top three reasons for exhibiting at a business show” Why you should spend your hard-earned marketing budget on a display stand • “Your local business expo: an opportunity too good to miss” The business show, or “expo”, is increasingly seen as a not-to-be-missed marketing opportunity for SMEs. • “Why Monday is a great day for Ealing Business Expo” Monday is the new Thursday, with Ealing Business Expo leading the way with this trend, of course... • “Use your local business expo as training for the big events” Here are some ideas about how you can start small and eventually move on up to the big events • “Minal Meets” Expo director Carlene Bender interviewed by Minal Patel of Marketing by Minal: https://www.marketingbyminal.com/ minal-meets-carlene-bender-ealingbusiness-expo/

Next steps 1 Pick your desired position (red tables) on the floor plan above. 2 Fill in the Application form at www.ealingbizexpo.co.uk/exhibit

4 Stand by for further information, including our “Welcome Pack” (Part 3). Refer to Part 1 if you decide against sponsorship but would still like to exhibit.

Photo highlights

Expo audience (with Carol Sam, in red, from returning sponsors Ealing Council)

See the full 2019 photo album at: flic.kr/s/aHsmzF8zze And some video highlights: youtu.be/_7TbjYlY6DA

The ever-popular speed networking – our sessions will now be on Zoom

3 Submit form. Once you receive the invoice, pay by the deadline date then we can start promoting you as a sponsor.

Stephen Fry, executive director, Westmont Enterprise Hub (2019 sponsors)

TWO DAYS IN 2020! ealingbizexpo.co.uk 19 & 20 October

@EalingBizExpo

EALING

BUSINESS EXPO 2020 Welcome to our new sponsors

Part 1: Thinking about exhibiting? Part 2: The benefits of sponsorship Part 3: Sponsors welcome pack Part 4: Instructions for Expo Days Part 5: Hybrid event update Exhibitors Guide Last updated August 2020

Ealing Business Expo, the biggest business event in Ealing, West London, is brought to you by:

For more information, email: info@contactusealing.co.uk

19 & 20 Oct 2020

Great to have you join us as a sponsor This is your list of what to do next to prepare for your role at Ealing Business Expo 2020

s a headline sponsor of the Ealing Business Expo, you have the opportunity to get more involved than other exhibitors or participants. Not only will you have a higher profile in the build-up to the event, you also have the greatest visibility over both Expo Days: your stand in a premium position; you’ll get to address the opening ceremony; and you have your 20-minute speaking slot to reach out to customers. Having chosen your stand location and arranged the payment for your sponsorship, you’re ready to put some actual plans into place. Work your way through these five steps and you’ll be on your way to having everything ready for Monday 19 and Tuesday 20 October, 2020.

of regular (monthly) emails: – first, the general ‘Expo Updates’ newsletter that goes out to everyone signed up to the Expo mailing list, with information such as “Visitor Rules”, or “How to Make the Most of Your Expo Days”; and – second, the exhibitor-only ‘News For Exhibitors Only’ email, will carry practical details, such as the venue layout, parking rules, special offers, etc, as well as tips like “20 Display Ideas That Will Make Passers-by Stop At Your Stand” or “What to Add To Your Expo Marketing Plan”. If these emails get lost or go to your spam, you may miss out on vital information that can make the difference between a successful Expo and one where you’re running around trying to figure things out at the last minute.

2 Look out for Expo emails

To help ensure that our essential emails get to you safely, here are a couple of suggestions: – add our email address info@contactusealing.co.uk to your email ‘safe list’ – follow @EalingBizExpo on social media (Twitter, Instagram and/or Facebook) and turn on notifications so you see our post announcing when the latest email update has been sent out – check your spam folder at least once a week for any emails from us that might be lost in there

As an exhibitor/sponsor/key participant, you will receive two sets

Once the emails arrive intact into your inbox, be sure to read them!

1 Check your listing Make sure that you are satisfied with all the information in your company listing on the Expo website at: ealingbizexpo.co.uk/exhibitors Your Day 2 online stand and your listing in the Expo Guide magazine will be based on the info in the website listing, so if there are any inaccuracies there, let us know.

3 Save the date for training Note these words from a past Expo exhibitor: “Walking through the exhibition hall, you could see right away the ones who attended Expo Exhibitor Training – they were the ones standing up, chatting happily to a crowd of visitors; the ones who didn’t attend training were the ones sitting down, looking at their phones, bored behind an empty stand”. Keep in touch for added dates.

4 Get to know other exhibitors Year after year, one of the main bits of positive feedback from exhibitors is about the close relationship that builds up between exhibitors. To get this rolling, we have a few exclusive pre-Expo meetups planned, such as a speed networking session just for exhibitors, so stay tuned for that.

5 Work on your marketing plan Spend some time putting together your marketing plan, including: – why exactly are you sponsoring? – what are your goals: to build your email list; to share samples; to create fresh content for social media; to launch a new product; to collect feedback; to support local? – what is the primary message that must reach visitors? Look out for Part 4 of this prep series, including set-up instructions and any last-minute changes.

Make the most of the pre-Expo Ealing Business Expo is not just about two days of networking, exhibiting and learning – it’s also about the full online and offline build-up in the months before the event. Make the most of these opportunities to create an Expo ‘buzz’ before the day: Headline sponsors from our 2019 event: (above) Ealing Council; (below) A2 Dominion; (bottom) Westmont Enterprise Hub

Sponsors checklist With all eyes on your business and its branding thanks to the extra visibility of being a sponsor at the Ealing Business Expo, here are a few ideas to help you shine brightly in that spotlight: • share, share, and share – let the world know that you are proud to support your local business show

• host an online exhibitors meetup • create photo opportunities • don’t be shy to add a supporter option • make your 20-minute talk something to remember • use that premium stand position to make a real statement • remember to prepare a five-minute speech for the welcome ceremomy

• join our Expo community hub on the Ugenie app – access special offers from other exhibitors and sponsors, and share your own offers • post your special offers to a wider audience in our Expo group on Facebook: “Ealing Business Expo – Online Networking Group” • share and comment on our posts on Facebook, Twitter and Instagram to make yourself more recognisable • attend any pre-Expo meetups

Invite visitors to see you There’s a lot you can do long before the Expo to ensure that you have a steady and productive flow of visitors to your stand and/or social media. Here are a few ideas: • email your regular clients, and any hot leads you’ve been following up, and invite them to stop by to see you or look at your stand on the day • create a special offer just for the event (e.g. discount, free gift, or new product/service), and promote the offer on your social media • include the “I’m exhibiting” graphic in your email sign-off, on your website, or in your email newsletter; and wear the printed badge to meetings to alert your network of your participation in the event • create your own Facebook event for the Expo, to expand its reach into your social media network • set up a schedule of meeting slots, offering free 1:1 advice or product demos, and work to get them filled up

The option of ‘quiet sponsorship’ It’s true that most companies who join our events as sponsors are usually looking for a return on their investment in the form of higher visibility and an increased audience in Ealing. But this may not suit all companies, for example:

Note: Visitors attend the Expo for free

Promoting your business at Ealing Business Expo 2020

Supporter | Exhibitor | Sponsor

Cost

£200

£100 – £395

£1500

Promotions: logo placement, website url links, social media @-tagging

Yes

Yes (unless you’ve opted out, as a ‘quiet sponsor’)

• companies who already have a solid presence in Ealing, and are happy with their other marketing measures

Invitation to pre-Expo Yes events, including exhibitor training?

Yes

• those who may not want to attract further attention, including other requests for sponsorship

Exhibition stand included in price?

No (options include: Zoom promo; lunch; sanitiser stations; app; etc)

Yes (one day)

Yes (both days)

Type of stand

N/A

Online (£100) Half-stand (£250) Full stand (£395) Notes: (i) Premium positions are available at £450 (ii) Exhibit on both days and get a 20% discount

Premium position stand

Speaking slot included in price?

No (unless that is your chosen support option)

Yes – and broadcast live on Expo social media

Expected goals

Exposure to Expo audience

High level of exposure; Expo community connections; hot leads for follow-up

Ultra high level exposure; exclusive benefits; community boost; ongoing promo

• or perhaps a company is happy to sponsor, but doesn’t want to get involved with exhibiting or presenting Companies like these may opt for “quiet sponsorship”, where they can choose to customise their involvement in the Expo. Here are some customisation ideas: • be promoted separately from the Expo, via the Events Booster arm of the Contactus Network (see tinyurl.com/EventsBooster) • sponsor on behalf of a charity or social enterprise, who will then fulfil the exhibition and presentation roles • exchange your sponsorship for multiple exhibition stands If you have any ideas for quiet sponsorship, do let us know.

How you’ve helped business in Ealing

PRE-EXPO DATES TO NOTE Exhibitors Training Workshop & Speed Networking

Sponsoring the Ealing Business Expo is primarily a good business decision for your company. But here are some of the ways it benefits the wider business community in Ealing as well:

• [Look out for dates to be added] • free for exhibitors & sponsors • via Zoom Exhibitor newsletter out by email • 1st day of every month General ‘Expo Updates’ email • 19th of every month

• you’re helping to keep the price of stands affordable so smaller businesses can exhibit too • the increased credibility of our event encourages others to believe in us and trust us • your sponsorship makes sure we meet our costs so that the Expo is sustainable, and we can plan another one next year, get bigger and better, and bring more business to Ealing. So, thank you.

#ExpoHour tweetchat and FAQs • Monday 12 Oct 2020, 8-9pm

Expo 2020 was originally set for 23-24 March. Because of the coronavirus, it was then moved to 28 & 29 September and later 19-20 October

Deadline to supply business cards (Day 1 exhibitors); or 30-second video (Day 2 exhibitors) • Wednesday 14 Oct 2020 #ExpoHour tweetchat and FAQs • Monday 12 Oct 2020, 8-9pm

TWO DAYS IN 2020! ealingbizexpo.co.uk 19 & 20 October

@EalingBizExpo

EALING

BUSINESS EXPO 2020 Welcome to our new exhibitors

Part 1: Thinking about exhibiting? Part 2: The benefits of sponsorship Part 3: Exhibitors welcome pack Part 4: Instructions for Expo Days Part 5: Hybrid event update Exhibitors Guide Last updated August 2020

Ealing Business Expo, the biggest business event in Ealing, West London, is brought to you by:

For more information, email: info@contactusealing.co.uk

19 & 20 Oct 2020

Great to have you join us as an exhibitor This is your list of what to do next to prepare for exhibiting at Ealing Business Expo 2020

o you’ve chosen your stand location, settled the invoice for exhibiting at Ealing Business Expo, and you’re ready to put some plans into place. Work your way through these next five steps and you’ll be on your way to having everything ready for Expo Days: Monday 19 and Tuesday 20 October, 2020.

1 Check your listing Make sure that you are satisfied with all the information in your live-linked company listing on the Expo website at: www.ealingbizexpo.co.uk/exhibitors Your listing in the Expo Guide magazine will be based on the info presented in the website listing, so if there are any inaccuracies there, let us know.

2 Look out for Expo emails As an exhibitor, you will receive two sets of regular (monthly, and then weekly) emails: – first, the general Expo newsletter that goes out on the 19th of the month to everyone signed up to the Expo mailing list, with information such as “Visitor Rules”, or “How to Make the Most of Your Expo Day”; – second, the exhibitor-only ‘Exhibitors News’ email will carry practical details, such as the venue layout, parking rules, special offers, etc, as well as tips like “20 Display

Ideas That Will Make Passers-by Stop At Your Stand” or “What to Add To Your Expo Marketing Plan”. If these emails get lost or go to your spam, you will miss out on vital information that can make the difference between a successful Expo and one where you’re running around trying to figure things out at the last minute. To help ensure that our essential emails get to you safely, here are a couple of suggestions: – add our email address info@contactusealing.co.uk to your email ‘safe list’ – follow @EalingBizExpo on social media (Twitter, Instagram and/or Facebook) and turn on notifications so you see our post announcing when the latest email update has been sent out – check your spam folder at least once a week for any emails from us that might be lost in there

standing up, chatting happily to a crowd of visitors; the ones who didn’t attend training were the ones sitting down, looking at their phones, bored behind an empty stand”. Don’t miss for our Exhibitors Training Workshop – look out for any new dates to be announced.

4 Get to know other exhibitors Year after year, one of the main bits of positive feedback from exhibitors is about the close relationship that builds up between exhibitors. To get this rolling, we have a few exclusive pre-Expo meetups planned, such as online speed networking for exhibitors, so stay tuned for that.

5 Work on your marketing plan

Note these words of a past Expo exhibitor:

And last but not least, spend some time putting together aspects of a marketing plan, answering at least these following questions: – what are the reasons for exhibiting? – what are the goals: to build your email list; to share samples; to create fresh content for social media; to launch a new product; to collect feedback for a new logo? – what is the primary message that must reach visitors?

“Walking through the exhibition hall, you could see right away the ones who attended Expo Exhibitor Training – they were the ones

Look out for Part 4 of this series, including emails with set-up instructions, maps, and any last-minute changes.

Once the emails do arrive intact into your inbox, be sure also to read them, as this is our main method of passing on information.

3 Save the date for training

Make the most of the build-up Ealing Business Expo is not just about two days of networking, exhibiting and learning – it’s also about the full online and offline build-up in the months before the event. Make the most of these opportunities to create your Expo ‘buzz’ before the day:

Exhibitor events Meeting up at local networking events such as the Ealing Business Breakfast, and attending the Exhibitor Training Workshop are great actions to take for building links between exhibitors.

• join the closed Expo community hub via the Ugenie app – access special offers from other exhibitors and share your own offers • post your special offers to a wider audience in our Expo group on Facebook: “Ealing Business Expo – Online Networking Group” • share and comment on our posts on Facebook, Twitter and Instagram to make yourself more recognisable • attend any pre-Expo meetups

Invite visitors to your stand There’s a lot you can do long before the Expo to ensure that you have a steady and productive flow of visitors to your stand and your social media. Here are a few ideas: • email your regular clients, and any hot leads you’ve been following up, and invite them to stop by to see you or look at your stand on the day

PRE-EXPO DATES TO NOTE Exhibitors Training Workshop & Speed Networking via Zoom • [Look out for dates to be added] Exhibitor newsletter out by email • 1st day of every month General ‘Expo Updates’ email • 19th of every month #ExpoHour tweetchat and FAQs • Monday 12 Oct 2020, 8-9pm Exhibitors deadline (cards/video) • Wednesday 14 Oct 2020 #ExpoHour tweetchat and FAQs • Monday 12 Oct 2020, 8-9pm

• create a special offer just for the event (e.g. discount, free gift, or new product/service trial period), and promote the offer on your social media • include the “I’m exhibiting” graphic in your email sign-off, on your website, or in your email newsletter; and wear the printed badge to meetings to alert your network of your participation in the event • create your own Facebook event for the Expo, to expand its reach into your social media network • set up a schedule of meeting slots, offering free 1:1 advice or product demos, and work to get them filled up

15 practical preparation tips Have a read-through of these tips, gathered lovingly from several years of watching, attending and organising various kinds of business shows. • know your stand: full stand, half-stand, premium-position or online – so you can work out the best use of space/content • brainstorm, write out and even sketch out your ideas for how to use the space • study the event schedule beforehand, so you know what’s happening when, and prepare an hour-by-hour plan for the day/s well in advance • work out your budget and don’t wait until the last minute to get marketing materials ready • take advantage of add-on promotions as an Expo Supporter e.g. advert in the Expo Guide or a paid-for speaking slot • pre-arrange what you need, e.g. if you need to hire or borrow display items, or train a helper or staff member to set up, or to stay on the stand • attend other expos before the day, to see how other exhibitors lay out their stands or what they show online

No product to display? No problem – see if you can get any ideas from these displays promoting last year’s Ealing Business Expo: on the left, a pop-up stand in the lobby at HSBC bank branch in Ealing Broadway, and on the right our stand at the Hounslow Festival of Business 2019. Take advantage of the opportunity to visit other business shows to see how they’re run, and to practise your business show networking skills. If yours is a Day 2 online stand, one idea for your 30-second video is to make the effort to set up a stand like this, and film your pitch in front of it.

Examples of well-presented (Day 1) exhibition stands At left: Sahil at Colormax used the Expo to showcase the products available from his printing shop: large-format banners, logos on shirts, printed tablecloths as well as flyers, business cards and giveaway items; he also booked a good stand position near the entrance to the hall

• come along to Expo pre-events such as the Ealing Business Breakfast, where you’d likely meet other exhibitors and start building a rapport • join in on social media: follow other exhibitors, post during #ExpoHour on Twitter (12 Oct, 8-9pm), and post your news/offers in the Facebook group • share info about the Expo in order to increase the number of attendees so we have a successful event • mention the event at your networking meetups, and tell your friends about it • put a flyer in your car, on your desk, on your counter-top, on noticeboards, etc. • attend the Exhibitor Training session (look out for any newly added dates) • ask previous exhibitors how they benefited from taking part in the event • study photos, videos and feedback from previous Ealing Business Expo events to see what it was like The full version of this article will be posted here: https://www.linkedin. com/in/carlene-de-bourg-bender/ detail/recent-activity/posts/

Above: Lance from HR Dept Ealing designed a very inviting and engaging stand, using a variety of props including a couple of cake prizes!

Above: Elizabeth from Parent-Help put a lot of the tips she learned from exhibitor training to good use: balloons, flowers, freebies, and the importance of staying standing up to greet visitors to her stand

TWO DAYS IN 2020! ealingbizexpo.co.uk 19 & 20 October

@EalingBizExpo

EALING

BUSINESS EXPO 2020

Setting up your stand: step by step

Ealing Business Expo, the biggest business event in Ealing, West London, is brought to you by:

For more information, email: info@contactusealing.co.uk

19 & 20 Oct 2020

What to expect when you’re exhibiting Suggestions for setting up on Expo Day/s to make sure you’re as prepared as you need to be

f this is your first time exhibiting at Ealing Business Expo, you may be unsure of what the venue set-up will be like, or even what time to get there.

familiar with it. Printed copies will be available on the day, and most of the information will also be in our event app, and on our website as well.

Hopefully you were able to attend our Exhibitors Training Workshop, where we got into a lot of practical details about how the event will run. If you didn’t make it to the Workshop, be sure to look through the presentation notes that were sent afterwards, and also to read through the following tips.

3 Leave enough time to set up

5:00pm - Day 1 closes with group dance: the Electric Slide (Candy)

Day 1 opens at 11am, so you’re advised to get to the venue at latest 9am.

5 Parking information

1 Know your stand, and your day What kind of stand do you need to set up: a half-stand or full stand, or online? Study the illustration opposite so you see how much space you have to play with. Note that it is not a shell scheme. Which day are you exhibiting: Monday or Tuesday, or both? If you show up on Day 1 for a Day 2 stand, you will not be able to exhibit. If in doubt, check your invoice. Day 2 exhibitors: your online stands will be set up for you once all the information has been submitted.

There are no trolleys, so take care packing your exhibition materials so you can carry them yourself from the car park. Come into the venue, park (if you have come with a vehicle), register your vehicle at the hotel reception desk, enter the Exhibition hall, which is the Ealing Suite, and look for the sign showing where your stand is located. Decorate your stand with a multi-level display: flyers can lie flat on the table; leaflets and cards can be in stands on the table; and you can have a banner or poster stretched out across the display board behind you. Try to have something “3D” on the stand, such as samples, or a piece of equipment. Failing that, balloons can make a big difference.

2 Study the Expo Guide

4 Hour-by-hour breakdown: Day 1

The event guide magazine will be published online about a week before the Expo starts, so look out for the issuu.com/contactusealing link, which will be sent via email and social media.

11:00am - Ealing Business Expo opens to the public. Welcome addresses.

The Expo Guide will show your confirmed stand position on the floor plan and have details of the days’ schedule, i.e. speakers and presentations, and any speed networking sessions. Not only are you likely to need this information yourself, but there will always be someone asking you “where is so-and-so”, so it’s useful to become

1:00-2:00pm - Exhibitors only speed networking session. A £5 lunch voucher will be provided to each stand, and we are working with the hotel about opening up their restaurant area, offering Starbucks coffee and a selection of snacks. Outside the hotel, the next closest eating places are five minutes’ walk away, near to Ealing Common station, and include Mugi Cafe, Nando’s and Costa Coffee.

4:30pm - Exhibition closes 4:45pm - Final packing up. All Expo materials must be cleared away.

Day 1 exhibitors have been promised free parking on condition that each vehicle registration number is typed into the parking machine at the hotel reception desk, and you alert the staff that you are an Ealing Business Expo exhibitor. Otherwise you will be fined.

6 Getting to the venue See map on p4. Our video from last year still shows the various transport options: youtu.be/zz84fUSL5Sg These include car, tube, train, bus, and walking/cycling (if you’re travelling light).

7 Other handy bits of advice Be careful not to leave your belongings unattended during the Expo – the organisers can take no responsibility for loss or damage. Check that you have the right insurance in case of any sudden mishaps. If you are planning to sell products at your stand, bear in mind the event is set up as an Expo and not a market, and conduct the transactions appropriately. If you or anyone close by during the Expo ends up needing first aid, seek help directly from the hotel staff at the Reception desk. Keep in touch: download and get familiar with our Expo app (via Ugenie) and/ or join our Expo Facebook group for feedback and support.

Connect via the hashtags Social media is a big part of the promotion around the Ealing Business Expo. Feel free to follow and join in with our hashtags across Twitter, Instagram, Facebook, LinkedIn and YouTube: • #EalingBizExpo is in nearly all our posts, sometimes we get specific with #EalingBizExpo2020 • #MeettheExhibitors is a thread on Twitter that introduces information about the Expo exhibitors • #RetweetSaturday happens on Saturdays – that’s when we share posts from exhibitors and sponsors • #ExpoPoll takes place during #EalingHour on a Tuesday 8-9pm, and asks a ‘question of the week’ • #ExpoHour is a Q&A one week before Expo Day: 12 Oct, 8-9pm

Day 1 stand checklist

A few prop ideas

Full Day 1 stands come set up like this: 6ft x 4ft floor space with 5ft x 2ft table, white tablecloth, 1 chair, 3 sides of full height velcro-friendly display boards/booth dividers, and space for up to 2 pull-up banners (banners not supplied!).

A £5 lunch voucher (one per stand) will be provided for the hotel cafe. Premium stands (sponsors) are set Details of this to come. up like Full stands, but the furniture can be removed if desired. Very important: register your A half-stand has a small table with car number details at the hotel one chair and space for one reception desk, or you may be fined.

• posters, leaflets, pens, notepads • go vertical with a roll-up banner • combine different sized banners: table-top (A4 or A3), and 6ft high • bold colours, lights, bunting • include something with movement e.g. an iPad screen with your video (with subtitles) on loop; or a fan blowing on glittery streamers • add a fun element: a juggling game, puzzle, cards, lucky dip, or quiz, to attract visitors to your stand, and help them remember you • do a prize draw from your stand

Day 2 stand requirements

For your video

If you have opted for the online stand for the second day of the Expo, this is what must be sent in well in advance so your display area can be put together for you on the Expo Day webpage at ealingbizexpo.co.uk. The online stand is in addition to your information on the Exhibitors page

The 30-second video for your online stand doesn’t have to be complicated. Here are a few simple suggestions.

1. Link to promotional video no longer than 30 seconds, saved on YouTube. Video will appear as a thumbnail on screen. Need help with your video? Day 2 exhibitor Minute Business Videos has a special no-fuss basic £30 offer to shoot, edit and save your video. Send Vitaly a DM via Instagram at @minutebusinessvideos, or email vitalybender1@gmail.com

• set up a real stand at home with posters, balloons etc and record yourself at the stand, describing what the business is all about

2. Contact name, email address and social media tags for live-linking

• testimonial interview with a client

3. Up to two more links, e.g. Calendly, Zoom open room, upcoming webinar

• share your top three business tips

pull-up banner, but there are no display boards behind the stand. Each stand can be connected to the electricity supply, either directly or via extension cords.

• quick product demo

• composite video made from photos

What could go wrong? Everything is not always going to be perfect all the time. Bear these notes in mind in case something (else besides covid) happens to go wrong: • event cancellation: in case you need to pull out from the event, or we need to cancel or postpone; see our Cancellation Policy at www.ealingbizexpo.co.uk/exhibit • last minute change of government regulations or a clampdown from Ealing Council: be prepared to be flexible

Practical, in-event in-person tips 1. Wear comfortable shoes. But not casual footwear like trainers and slippers. 2. No phones at the stand. And no sitting either – it makes it look as though you don’t really want to be there and don’t want to talk to anyone. 3. Arrive early on your Expo Day/s. More minute-by-minute details about the day will come in a newsletter closer to the date. 4. Bring your own water and a snack. Depending on how busy the day is, you may not get a chance to leave your stand in order to purchase vital supplies. 5. Be friendly when people come by. But wait for them, don’t grab them. 6. Wear a name tag. Make sure your name is written in nice big letters. 7. Participate in the event to make the most of being there in person. Move around and see what else is going on; talk to other exhibitors if you can; join in any of the speed networking sessions available; tune in to the seminars. 8. Post something positive on social media: Include the hashtag #EalingBizExpo, and if you can, tag us at @EalingBizExpo on Twitter, Instagram and Facebook.

• low attendance: bad (or too good!) weather, transport strikes, snap elections – these can all affect how many people turn up, and how long they stay, and it’s not necessarily a bad thing if too few people attend; in that scenario, be aware that you can make a much more lasting impression if you can devote more time to each visitor

The money’s in the follow-up

• low perceived ROI: your return on investment may not present itself immediately; give it time

- Connect with your new lead on social media. Start with LinkedIn, as your profile photo will probably help jog

‘Following-up’ is the process of turning a hot new business lead into a potential client. Here are a few ways of doing that:

their memory; follow them on Twitter, Instagram, and Facebook, and engage with their posts - Send email and make a phone call if the connection feeling is mutual - No need to follow-up with everyone you meet, just focus on the hot leads - Take up their free offer if there is one, and maybe offer something in return - Send us feedback about Ealing Business Expo 2020: fill in the online survey when you receive the link

TWO DAYS IN 2020! ealingbizexpo.co.uk 19 & 20 October

@EalingBizExpo

ITH W D E T UPDA LS OF THE DETAI E ASPECTS ONLIN

EALING

BUSINESS EXPO 2020 *COVID-SAFE EVENT*

*NEW* Hybrid event planning

Ealing Business Expo, the biggest business event in Ealing, West London, is brought to you by:

For more information, email: info@contactusealing.co.uk

19 & 20 Oct 2020

EALING

BUSINESS EXPO 2020

FAQs

What it will look like A two-day hybrid event with limited in-person interaction alongside lots of covid-safe online networking

rom our first Ealing business show in 2015 to now, the emphasis of the Ealing Business Expo has always been on face-to-face networking and communicating. In 2020 however we’ve been forced, like the rest of the world, to get accustomed to the safety and control of online networking. In-person networking is still at the core of what Ealing Business Expo is all about, and we’re trying to keep at least a bit of that going for the 2020 event. The overall vision It might look as though everyone has gone crazy for virtual events, but here in Ealing the feedback from exhibitors and visitors shows that there is enough support for in-person networking to make it worth the effort to go ahead with organising a two-day hybrid Ealing Business Expo event. Here’s our plan.

Day 1 – in person with online

Day 2 – completely online

• Day 1 (Mon 19 Oct) to take place as safely as possible in person, with presentations broadcast online • Working with the venue to ensure that government guidelines are followed, including thorough risk assessments, track-and-trace systems and contactless sign-ins to reduce the chances of covid-19 spreading at our event • Number of Day 1 exhibition stands reduced in order to allow for physical distancing (see new floor plan on p4) • In-person visitor numbers to be reduced and pre-scheduled alphabetically into one-hour slots • Use of the venue’s outdoor spaces • All-day indoor sanitisation • Wearing of masks and use of hand sanitiser very strongly encouraged • “Standing sideways networking” encouraged to take place outdoors

• Day 2 (Tue 20 Oct) to be completely covid-proof, as it will be happening online via the Contactus social media network reaching over 10,000 followers • The home of Day 2 will be the Ealing Business Expo website’s event page • We will use the full range of social media options to broadcast the Day 2 presentations – including mainly Facebook, Twitter, Instagram, YouTube and Zoom, plus LinkedIn and Ugenie • Several sessions of online speed networking via Zoom are planned • The event day webpage will host the 20 or so virtual exhibition stands, each including a video thumbnail and live-linked contact details • Lessons learned from our Ealing Cybrexpo on 23-24 March will be applied (see p3), to once again reach over 1000 attendees

Day 1 stand

Notes for Day 1 exhibitors 1. Keep a flexible mindset in case of last-minute announcements or changes to venue, timings, date etc 2. Remember that all Day 1 exhibitors get half-price on any stand at Expo 2021 3. Quick run-through of Day 1: 9am - start setting up 11am - exhibition opens 1-2pm - exhibitors-only networking 4pm - exhibition closes 5pm - end of Day 1 4. Note diagram at left: there is only space for one representative per stand. Remember to bring your preferred hand sanitiser, face mask, sneeze screen, gloves, etc 5. Lunch will be provided in the form of a £5 voucher to be used at the hotel’s W5 Grill and Bar 6. Don’t forget to pin on an easy-to-read name tag; please also remember to post pics/videos/ comments on your social media 7. Prepare a 30-second pitch to be filmed/broadcast live on the day 8. Arrange for 250 business cards to be delivered to me by 14 Oct

REASONS TO HAVE AN EXPO 2020

Watch the Cybrexpo highlights at: youtu.be/_ISzXbl5C3k

Day 2: applying lessons learned from Ealing Cybrexpo Ealing Business Expo 2020 was originally scheduled for Mon 23 & Tue 24 March. Shortly before our event, however, covid-19 descended on the UK and forced us to reschedule to 28-29 September, then to 19-20 October. We had two weeks to put together and promote a fully online programme to fill the gap left by the rescheduled event. That Day 1, 23 March, was the first day of UK Lockdown, and a great opportunity to introduce local businesses to online networking. For many it was the first time using

Zoom, and we were able to carry conversations across the two days using the full range of social media. These are some of the actions we’ll implement in October in order to reach over 1000 attendees again: • more time to promote the event, but not too far in advance, with the aim of avoiding Expo ‘fatigue’ among attendees • plenty of additional methods to involve exhibitors, sponsors and speakers • email reminders to go out before each discussion, meetup or presentation • Expo website homebase so everyone can keep track of the event schedule

• to spark in-person networking and lead the way back to real, live events in Ealing, despite covid-19 • to show how in-person events can be done safely and practically • to show how online events can be hosted in a simpler way, without higher-budget event platforms • to share knowledge through discussions and presentations • to bring back the joy of creating a business community together • for business people to learn to trust one another to act safely • to find new ways to connect

“I’m excited about exhibiting in October” – Frances Nwanodi, Smart PA

Notes for exhibiting on Day 2 1. Arrange for your stand info, including the 30-second video, to be messaged to me by 12 Oct 2. Check your stand info by 14 Oct as there is no guarantee that changes can be made after this date (a private link to the Expo Day page will be sent out in advance) 3. Among your links, consider creating a Calendly link to take meeting bookings, or set up an open room on Zoom for people to drop by and meet you remotely 4. On Day 2, please join in the online discussions. Reminding people to visit your stand is ok but take care not to be seen as spamming 5. Remember to share the Expo Day link before and during the event so we can have lots of visitors attending 6. In the Zoom speed networking sessions, consider adding the word ‘Exhibitor’ to your name title 7. Attend other virtual trade shows to see how they work

PRE-EXPO DATES TO MAKE A NOTE OF

• 19 Aug and 19 Sept: look out for general Expo updates via email • 19 Sep: #RetweetSaturday weekly sessions restart, til 24 Oct • 5 Oct: Virtual Speed Networking Practice 1, 11-12am • 12 Oct: Virtual Speed Networking Practice 2, 11-12am • 12 Oct: #ExpoHour tweetchat and FAQs on Twitter, 8-9pm • 14 Oct: Exhibitors deadline • 16 Oct: ‘Expo Guide’ published • 19 Oct: Day 1 #EalingBizExpo • 20 Oct: Day 2 #EalingBizExpo • 23 Oct: all-attendees Expo review session (Zoom), 11-12am

“I think it’s really great that you’re forging ahead”

– Sally Smith, West London Local Chambers

BICYCLE RACKS

Ealing Business Expo 2020 - Information Guide for Exhibitors and Sponsors

Articles inside

How is the event being advertised?

How to book an exhibition stand?

What is the price of a stand?

What can attendees expect