SayPro Exhibition

Here are some exhibition and event planning forms to gather key event details such as product types, target audience, and logistical requirements. These forms can help ensure that the event is well-organized and executed.

1. Exhibition Planning Form

Event Information

• Event Name: ______________________________________
• Event Date: ______________________________________
• Event Location: __________________________________
• Event Duration: __________________________________
• Event Organizer/Contact: __________________________
• Event Website: __________________________________

Product Information

• Products to Display: ________________________________
• Product Categories: ________________________________
• Product Quantities (Estimated): ____________________
• Special Product Requirements (e.g., refrigeration, storage): ______________________
• Display Size (Length x Width x Height): _______________
• Product Samples (Yes/No): _________________________
• Packaging Needs: _________________________________

Target Audience

• Who is the target audience for this exhibition?
  • Retailers
  • Distributors
  • Consumers
  • Industry Professionals
  • Other (Specify): _______________________________
• Expected Number of Attendees: _____________________
• Geographic Target (Local, National, International): ___________
• Key Demographics (e.g., age, profession, market): _________

Exhibition Objectives

• What are your key objectives for this exhibition? (Check all that apply)
  • Brand Awareness
  • Lead Generation
  • Product Launch
  • Networking
  • Retail Sales
  • Other: ______________________

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2. Logistics & Setup Form

Booth Setup Requirements

• Booth Design: _______________________________________
• Booth Size (Length x Width x Height): ___________________
• Power Requirements (Voltage, Outlet Type): ____________
• Internet/Wi-Fi Needs: _________________________________
• Display Stand/Furniture Requirements: __________________
• Equipment/Technology Needs (e.g., screens, projectors, etc.):
• Storage Requirements: ________________________________
• Lighting Needs: ______________________________________
• Security Requirements: _______________________________
• Staff Access (Security badges, access to VIP areas, etc.): ___

Shipping & Delivery

• Delivery Date of Materials: __________________________
• Shipping Method (e.g., air, sea, ground): _______________
• Delivery Address (Event Venue Address): _______________
• Shipping Company: __________________________________
• Special Shipping Instructions: ________________________
• Estimated Costs for Shipping: _________________________

On-Site Setup

• Setup Date and Time: _________________________________
• Who is responsible for the setup? _______________________
• Equipment Handling: _________________________________
• Dismantling Date and Time: ___________________________
• Responsible Parties for Dismantling: ___________________

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3. Marketing & Promotion Form

Promotional Materials

• Printed Materials (e.g., brochures, flyers, business cards):
  • Yes
  • No
• Digital Marketing Materials (e.g., social media posts, email campaigns):
  • Yes
  • No
• Product Samples (for giveaways or demonstrations):
  • Yes
  • No
• Branded Merchandise (e.g., T-shirts, pens, hats):
  • Yes
  • No
• Sponsorship Opportunities:
  • Yes
  • No
• Promotional Videos:
  • Yes
  • No
• Press Releases:
  • Yes
  • No
• Influencer or Blogger Partnerships:
  • Yes
  • No

Pre-Event Marketing

• Email Campaign:
  • Yes
  • No
• Social Media Advertising (Platforms):
  • Facebook
  • Instagram
  • LinkedIn
  • Twitter
  • Other (Specify): ___________________________
• Traditional Media (Radio, Print, TV):
  • Yes
  • No

Post-Event Marketing

• Lead Follow-Up:
  • Yes
  • No
• Thank You Emails:
  • Yes
  • No
• Event Highlights Video:
  • Yes
  • No
• Post-Event Surveys:
  • Yes
  • No

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4. Staffing & Personnel Form

Staff Information

• Number of Staff Required: ____________________________
• Staff Roles:
  • Booth Attendants
  • Product Demonstrators
  • Technical Support
  • Event Coordinators
  • Sales Representatives
  • Other (Specify): ______________________________
• Staff Shifts (Morning, Afternoon, Evening): _______________
• Staff Training (If applicable): ___________________________

Staff Expenses

• Travel Expenses: _____________________________________
• Accommodation Needs: _______________________________
• Meals/Per Diem: _____________________________________
• Uniforms (If needed): ________________________________

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5. Budget & Costing Form

Budget Overview

• Estimated Total Budget: _______________________________
• Major Cost Categories (Check all that apply):
  • Booth Rental
  • Booth Design & Setup
  • Shipping/Logistics
  • Marketing & Promotion
  • Travel & Accommodation
  • Staff Costs
  • Miscellaneous: ________________________________

Cost Estimation

• Booth Space Rental: _________________________________
• Display Materials (e.g., posters, signage): _______________
• Travel & Accommodation for Staff: ____________________
• Marketing Costs (e.g., ads, flyers): ____________________
• Promotional Items: _________________________________
• Catering: ___________________________________________
• Audio/Visual Equipment: ______________________________
• Event Insurance: _____________________________________
• Other (Specify): ______________________________________

Sponsorship & Revenue

• Sponsorship Revenue: ________________________________
• Ticket Sales (If applicable): ___________________________
• Other Income (Specify): _______________________________

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6. Post-Event Evaluation Form

Event Success Evaluation

• Was the event successful in achieving your goals?
  • Yes
  • No
• Key Success Metrics: _________________________________
• Attendee Engagement: _________________________________
• Lead Generation: _____________________________________
• Sales During the Event: ______________________________
• Brand Exposure: _____________________________________

Cost Assessment

• Was the event budget followed?
  • Yes
  • No
• Was the ROI (Return on Investment) achieved?
  • Yes
  • No
• Unexpected Costs: ___________________________________
• Cost-Saving Measures for Next Event: _________________

Feedback and Improvements

• What went well during the event? _______________________
• Areas for Improvement: _______________________________
• Recommendations for Future Exhibitions: _______________

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These forms can help streamline the planning and organization of a successful exhibition or retail event for cleaning companies, ensuring that all key aspects are covered and that the event runs smoothly.