I. Writing of Exhibition Project Planning Book
(1) Concept of Exhibition Project Planning Book:
The so-called exhibition project planning is to carry out preliminary planning for the matters related to the upcoming exhibition according to various information, design the basic framework of the exhibition, and put forward the preliminary planning contents of the planned exhibition, which include: name and location of the exhibition, organization, scope of exhibits, time of the exhibition, scale of the exhibition, positioning of the exhibition, recruitment plan, publicity, promotion and investment plan, progress plan of the exhibition. Name and location of the exhibition, exhibition organization, scope of exhibits, exhibition time, exhibition scale, exhibition positioning, exhibition plan, publicity and promotion and investment promotion plan, exhibition progress plan, on-site management plan, related activities plan. On-site management plan, related activities plan, etc. The Exhibition Project Plan is a set of exhibition planning, strategy and method for planning and organizing a new exhibition, which is a summary of the above contents.
(2) The content structure of the exhibition project plan:
Generally speaking, the exhibition project plan mainly includes the following contents: 1. Analysis of the market environment for organizing the exhibition: including the analysis of the industry and market where the exhibition subject is located, the analysis of the relevant laws and policies of the country, the analysis of the related exhibitions, the analysis of the market in the place of the exhibition. 2. Propose the basic framework of the exhibition: including the name and location of the exhibition, the composition of the exhibition organization, the scope of exhibits, the time and frequency of the exhibition, the scale of the exhibition and the positioning of the exhibition. 3. The price of the exhibition and the preliminary budget plan. 4、 Exhibition staff division of labor plan. 5. Exhibition plan 6. Exhibition investment plan. 7、 Exhibition publicity and promotion plan. 8, Exhibition preparation progress plan. 9. Arrangement plan of exhibition service providers. 10. Opening and on-site management plan. 11. Plan for related activities during the exhibition. 12. Settlement plan of the exhibition.
(3) Requirements for the writing of exhibition project plan:
1. Name of the exhibition
The name of the exhibition generally includes three aspects: the basic part, the qualifying part and the industry logo. For example, "The 93rd China Export Commodities Fair", if the above three contents are numbered, the basic part is "Fair", the qualifying part is "China" and "93rd", the basic part is "Fair", the qualifying part is "China" and "93rd". "The 93rd", and the industry logo is "export commodities". The following are some explanations for these three contents: Basic part: it is used to indicate the nature and characteristics of the exhibition, and the commonly used words are: exhibition, fair, trade fair, trade fair and "festival", etc. The limited part: it is used to indicate the nature and characteristics of the exhibition. Limit part: used to explain the time and place of the exhibition and the nature of the exhibition. There are three ways to indicate the time of the exhibition: one is to use "session" to indicate. The second one is to use "year" to indicate, and the third one is to use "quarter" to indicate. Such as the third Dalian International Fashion Festival, Guangzhou Expo 2003, Frankfurt Spring Consumer Goods Fair. In these three ways of expression, "session" is the most common, which emphasizes the continuity of the exhibition. Those exhibitions which have just been held are usually indicated by "year". The place where the exhibition is held should also be reflected in the name of the exhibition, such as "Dalian" in the Third Dalian International Clothing Festival. The words reflecting the nature of the exhibition in the name of the exhibition mainly include "international", "world", "national", "regional" and so on. "etc. For example, the word "international" in the Third Dalian International Garment Festival indicates that the exhibition is an international exhibition. Industry logo: It is used to indicate the subject matter of the exhibition and the scope of exhibits. For example, "Garment" in the 3rd Dalian International Garment Festival indicates that this exhibition is an exhibition of garment industry. The industry logo is usually the name of an industry or a product category in an industry.
2. Location of the exhibition
Planning to choose the location of the exhibition includes two aspects: firstly, where the exhibition will be held, and secondly, in which pavilion the exhibition will be held. Planning to choose where to hold the exhibition is to determine in which country, which province or which city the exhibition will be held. Planning to choose which pavilion to hold the exhibition is to choose the specific location of the exhibition. The specific choice of which pavilion to hold the exhibition depends on the subject matter of the exhibition and the positioning of the exhibition. In addition, when choosing a specific pavilion, it is also necessary to consider the size of the cost of using the pavilion, whether the exhibition schedule meets your requirements, and how the facilities and services of the pavilion itself are.
3. Exhibition organizer
The exhibition organizer refers to the unit responsible for organizing, planning, recruiting and soliciting for the exhibition. Exhibition organizers can be enterprises, industry associations, government departments and the news media. According to the different roles of each unit in organizing the exhibition, the exhibition organizers of an exhibition generally have the following kinds: organizers, contractors, co-organizers, support units and so on. Organizer: the exhibition organizer who owns the exhibition and bears the main legal responsibility for the exhibition. The organizer has the ownership of the exhibition legally. Undertaker: directly responsible for the planning, organization, operation and management of the exhibition, and bear the main financial responsibility for the exhibition organizers. Co-organizer: assist the organizer or contractor to be responsible for the planning, organization, operation and management of the exhibition, and partially undertake the exhibition, investment and publicity and promotion work of the exhibition organizer. Supporting unit: the organizer or contractor of the exhibition planning, organization, operation and management of the exhibition, or exhibition, investment and publicity and promotion of the work of the organizer to support the role of exhibition organizers.
4, the exhibition time
The exhibition time is when the exhibition is planned to be held. The exhibition time has three meanings: First, it refers to the specific date of organizing the exhibition. Secondly, it refers to the date of exhibition preparation and removal. Third, it refers to the date when the exhibition is open to visitors. There is no uniform standard for the length of exhibition time, which depends on different exhibitions. The exhibition time of some exhibitions can be very long, for example, the exhibition period of "World Expo" can be as long as several months or even half a year; however, for the professional trade exhibitions which account for the majority of the exhibitions, the exhibition period is generally 3-5 days.
5. Scope of exhibits
The scope of exhibits of an exhibition should be determined according to the positioning of the exhibition, the strengths and weaknesses of the exhibition organizer and other factors. According to the positioning of the exhibition, the scope of exhibits can include one or several industries, or one or several product categories in an industry. For example, the scope of exhibits of "expositions" and "trade fairs" is very wide, such as the scope of exhibits of "Canton Fair". Canton Fair" exhibits range of more than 100,000 kinds, almost everything; and Germany "Frankfurt International Automobile Exhibition" exhibits range of industries involved is very little, only the automobile industry one.
6, exhibition frequency
Frequency refers to whether the exhibition is held several times a year or once a few years, or held irregularly. The actual situation of the exhibition industry shows that the exhibitions held once a year are the most, accounting for about 80% of the total number of exhibitions, the exhibitions held twice a year and once every two years are also quite a lot, and the exhibitions held irregularly are already less and less. The determination of the frequency of holding exhibitions is restricted by the characteristics of the industry in which the subject matter of the exhibition is located. As we know, the products of almost every industry have a life cycle, and the life cycle of products has a significant impact on the exhibition frequency. The input period and growth period of the product is the golden period for enterprises to participate in the drawer, and the exhibition frequency should firmly grasp these two periods.
7. Scale of the exhibition
The scale of the exhibition includes three meanings: firstly, how much is the exhibition area of the exhibition, secondly, how many exhibitors are there, and thirdly, how many visitors are there in the exhibition. When planning and organizing an exhibition, it is necessary to make predictions and plans for all three aspects. When planning the scale of the exhibition, the characteristics of the industry should be fully considered. The size of the exhibition will also be limited by the number and quality of visitors.
8. Exhibition positioning
In common parlance, exhibition positioning is to clearly tell exhibitors and visitors what the exhibition "is" and "what is there", specifically, exhibition positioning is to organize exhibitions according to its own resources, conditions and market competition. Specifically speaking, exhibition positioning is the process by which the exhibition organizer, according to its own resources and market competition, establishes and develops the differentiated competitive advantages of the exhibition, so as to make the exhibition organized by itself form a distinctive and unique impression in the minds of the exhibitors and the audience. The positioning of the exhibition should be clear about the target exhibitors and visitors of the exhibition, the goal of organizing the exhibition, and the theme of the exhibition.
9. Exhibition price and preliminary exhibition budget
Exhibition price is to set an appropriate price for the exhibition booth rental. The price of the exhibition booth often includes the price of the indoor exhibition space and the price of the outdoor exhibition space, and the price of the indoor exhibition space is divided into the price of the open space and the price of the standard floor space. When setting exhibition prices, the principle of "better price for better location" is generally followed, i.e. those booths that are easy to display and have a large flow of visitors tend to be priced higher. The preliminary budget for an exhibition is a preliminary budget for the various costs required to hold the exhibition and the income expected to be earned from holding the exhibition. When planning and organizing a trade show, it is important to set an appropriate price for the show based on the market situation, which is important for attracting target exhibitors to participate in the show.
10, staff division of labor, recruitment and promotion plan, staff division of labor plan, recruitment plan, investment and promotion plan is the exhibition of the specific implementation of the plan, the implementation of these four plans will affect each other.
Personnel division of labor plan is the work of the exhibition staff for the overall arrangement. Recruitment plan is mainly for recruiting enterprises to participate in the exhibition and develop a variety of strategies, measures and methods. Merchants plan is mainly for soliciting the audience to visit the exhibition and the development of a variety of strategies, measures and approaches. The publicity and promotion plan is to establish the exhibition brand and set up the image of the exhibition, and at the same time for the exhibition of the exhibition and investment services.
11, exhibition progress plan, on-site management plan and related activities plan
Exhibition progress plan is the overall arrangement of the exhibition's recruitment, investment, publicity and promotion and booth division in time. It makes clear what work should be accomplished at what stage in the process of organizing the exhibition until the exhibition is successfully held. If the exhibition progress plan is well arranged, the preparatory work for the exhibition can be carried out in an orderly manner. On-site management plan is the arrangement of various plans for effective management of the exhibition site after the opening of the exhibition, which generally includes the exhibition opening plan, exhibition site management plan, audience registration plan and exhibition withdrawal plan. If the on-site management plan is well arranged, the exhibition site will be orderly and the exhibition will be in good order. The exhibition related activities plan is the planning arrangement for all kinds of related activities to be held in the same period during the exhibition. The most common related activities held in the same period with the exhibition are technical exchanges, seminars and various performances, etc., which are useful supplements to the exhibition.
The writing of the Feasibility Study Report of Exhibition Project
(1) The Concept of Feasibility Study Report of Exhibition Project
Completion of the Planning Book of Exhibition Project doesn't mean that the exhibition of the project can be held. The Project Establishment Plan is only a preliminary opinion on what topic of exhibition to be held and how to hold the exhibition, and a set of preliminary plan is formulated. As to whether the exhibition can really be held and whether the plan is really feasible, it is still necessary to carry out a feasibility analysis of the exhibition project and the plan. The conclusion of the feasibility analysis and other factors that must be considered are the final basis for deciding whether or not the exhibition can be held. The Feasibility Study Report on Exhibition Project is a research report completed on the basis of the feasibility analysis of the exhibition project. The feasibility analysis of the exhibition project is the continuation of the planning of the exhibition project. Exhibition project planning is mainly to put forward "what kind of exhibition" initially on the basis of grasping various information; exhibition project feasibility analysis is to analyze whether it is feasible to hold "that kind of exhibition" put forward by exhibition project planning on the basis of carefully studying various information, and to prepare for the final decision as to whether it is feasible or not. On the other hand, exhibition project feasibility analysis is to y analyze whether it is feasible to hold "that kind of exhibition" proposed by the exhibition project planning on the basis of careful study of various information, so as to provide scientific decision-making basis for the final decision-making on whether to hold the exhibition. If the exhibition project plan proves through feasibility analysis that the market conditions for the planned exhibition are available, the project has vitality, the various implementation plans are reasonable, the project is economically feasible, the risks are small and there are certain social benefits, the decision to hold the exhibition can be made through the exhibition project plan.
(2) Content Structure of the Feasibility Study Report on the Exhibition Project
The Feasibility Study Report on the Exhibition Project should make a systematic assessment and explanation on whether the exhibition project is feasible or not, and provide improvement basis and suggestions for the final improvement of the specific implementation plans of the exhibition project. Therefore, the Feasibility Study Report on Exhibition Project mainly includes the following contents: 1. Market Environment Analysis (1) Macro market environment: including demographic environment, economic environment, technological environment, political and legal environment, and social and cultural environment. (2) Micro market environment: including the internal environment of exhibition organizers, target customers, competitors, marketing intermediaries, service providers, the public and so on. (3) Market environment evaluation: SWOT analysis, i.e. internal advantages, internal disadvantages, external opportunities and external threats. (1) Project development space: analyze whether there is industrial space, market space, geographical space, policy space, etc., on which the exhibition is based. (2) Competitiveness of the project: including the appeal of the exhibition positioning, brand influence of the exhibition organizer, composition of exhibitors and visitors, exhibition price, exhibition service, etc. (3) Analysis of the strengths and weaknesses of the exhibition organizer
3. Analysis of the execution plan of the exhibition
1) Evaluation of the basic framework of the planned exhibition, specifically including: (1) Whether or not there is any conflict between the name of the exhibition and the scope of the exhibits of the exhibition, and positioning of the exhibition. (2) Whether the time and frequency of the exhibition are in line with the characteristics of the industry where the scope of exhibits is located. (3) Whether the location of the exhibition is suitable for holding the exhibition in the industry where the scope of exhibits is located. (4) Whether it is possible to organize an exhibition of such scale and positioning in the industry where the scope of exhibits of the exhibition is located. (5) Whether the organizer of the exhibition can organize an exhibition of this scale and positioning within the planned exhibition period. (6) Whether the exhibition organizer is familiar with the industry in which the scope of exhibits of the exhibition is located. (7) Whether there is any conflict between the positioning of the exhibition and the scale of the exhibition.
2) Evaluation of exhibition and investment promotion plan
(1) Evaluation of exhibition plan (2) Evaluation of investment promotion plan (3) Evaluation of publicity and promotion plan
4. Financial analysis of the exhibition project
(1) Pricing
(2) Cost prediction
Costs of organizing an exhibition usually include:
1) Exhibition venue costs. That is, the rental of exhibition venues and the various costs arising therefrom. These costs include: rental of the exhibition venue, air-conditioning fees for the exhibition hall, special installation fees for tiers, standard tier construction fees, the cost of carpeting and carpet-laying in the exhibition hall, and overtime fees for booth erection.
2) Exhibition publicity and promotion costs. Including advertising and promotion costs, exhibition materials design and printing costs, materials mailing costs, the cost of the press conference.
3) Costs of exhibition and investment promotion.
4) the cost of related bracketing. Including technical exchanges, seminars exhibition opening ceremony, guest reception, reception, exhibition site layout, gifts, please show temporary staff costs.
5) Office expenses and staff costs.
6) Taxes
7) Other unpredictable expenses
(3) Revenue Forecast
Revenue from organizing an exhibition generally includes:
1) Booth fee revenue
2) Ticket revenue
3) Advertising and corporate sponsorship revenue
4) Other related revenue
5) Break-even analysis
6) Cash flow analysis
7) NPV analysis
8) NPV rate analysis
9) Profitability index
10) Internal rate of return
11) Risk prediction
1) Market risk 2) Operational risk 3) Financial risk 4) Partnership risk
(3) Requirements for the Feasibility Study Report on Exhibition Project Establishment
The Feasibility Study Report on Exhibition Project Establishment is an important basis for the exhibition organizer to make decision on whether or not to hold the exhibition. Therefore, the Feasibility Study Report on Exhibition Project Establishment must be written in a way to achieve real and sufficient materials, objective and scientific analysis, and accurate and reasonable judgment.
1. Market environment analysis
Market environment analysis is the first step of feasibility analysis of exhibition project, which is to further analyze and argue whether various market conditions are available to hold the exhibition and whether there are various policy bases and social bases required for holding the exhibition on the basis of various information that has already been grasped in accordance with the exhibition project planning and the exhibition holding plan. The analysis of market environment should not only study the existing market conditions, but also make predictions on the future changes and development trends. Make the conclusions drawn from the feasibility analysis of the project more scientific and reasonable.
2, Exhibition Project Vitality Analysis
Market environment analysis is to analyze whether the conditions for holding the exhibition are available from the external factors of the planned exhibition project; exhibition project vitality analysis is to analyze whether the exhibition has a development prospect from the planned exhibition project itself. To analyze the vitality of the exhibition project is not to analyze the vitality of the exhibition held for one or two sessions, but to analyze the long-term vitality of the exhibition, that is to say, to analyze whether the exhibition still has a future if the exhibition is held for more than five sessions.
3. Analysis of exhibition execution plan
The analysis of exhibition execution plan is to analyze whether the various execution plans prepared for the implementation of the exhibition project are complete and whether they can guarantee the realization of the objectives of the exhibition plan from the perspective of the planned exhibition project itself. The object of the analysis of the exhibition execution plan is the various execution plans of the exhibition, and the focus of the analysis is whether the various execution plans are reasonable, complete and feasible.
It should be emphasized that the focus of the evaluation of the basic framework of the exhibition is not to analyze whether the planning arrangement of a certain factor constituting the basic framework of the exhibition is reasonable and feasible, but to analyze whether the basic framework of the exhibition is reasonable and feasible in general. This is because, although the planning arrangement for each of the factors constituting the basic framework of the exhibition may be reasonable and feasible, the basic framework of the exhibition consisting of these factors may be unreasonable and infeasible from an overall viewpoint. Therefore, in order to avoid the phenomenon of "individual reasonableness and group conflict", it is very important to evaluate the basic framework of the exhibition.
4. Financial analysis of exhibition project
Financial analysis of exhibition project is to analyze and estimate the expenses and benefits of holding the exhibition from the perspective of financial affairs of the exhibition organizer. The main purpose of financial analysis of exhibition projects is to analyze whether the planned exhibition is economically feasible, and to designate the use of funds for the upcoming exhibition.
5. Risk prediction
From the perspective of feasibility analysis of exhibition project, the risk is that in the process of organizing the exhibition, due to the role of some unpredictable and uncontrollable factors, the plan of the exhibition organizer to hold the exhibition and the actual income of the exhibition organizer deviate from the expectation, so as to make the plan of the exhibition organizer to hold the exhibition fail; or even if the exhibition is held as scheduled, the exhibition organizer may suffer a loss. Or even if the exhibition is held as scheduled, the exhibition organizer may suffer certain economic losses.
6. Existing Problems
Including the problems of the exhibition project found through the above feasibility analysis, and other problems that may affect the exhibition found by the researchers outside the feasibility analysis, etc.
7.
7. Suggestions for Improvement
In response to the above problems, it puts forward suggestions for improving the planning of the exhibition project, pointing out the directions that should be worked on in order to successfully organize the exhibition.
8. Direction of Efforts
According to the purpose and goal of the exhibition, on the basis of the above analysis, and in view of the existing problems, it puts forward the other conditions and the direction of efforts that need to be made in order to organize the exhibition well.
Third, the writing of the "Exhibition Manual"
(1) The concept of the "Exhibition Manual"
After the exhibition organizer determines the date arrangement of the exhibition, and appoints the exhibition contractor, the exhibition transportation agent, and the exhibition travel agent, the exhibition organizer can start to prepare the "Exhibition Manual" of the exhibition.
The Exhibitor's Manual is a pamphlet compiled by the exhibition organizer to facilitate the exhibitors' preparation for the exhibition by compiling the preparations for the exhibition, the opening and other issues that the exhibitors should pay attention to when participating in the exhibition. The preparation of the Exhibitor's Manual is a basic task in the process of exhibition preparation.
(2) Main contents and writing requirements of the Exhibitor's Manual
In a sense, the Exhibitor's Manual is a programmatic document to help exhibitors make preparations for the exhibition, and it is also a guiding document for the organizer to effectively manage the various aspects of the exhibition such as exhibition setup, exhibition, and exhibition removal, etc. The contents of the Exhibitor's Manual involve all aspects of the exhibition. Generally speaking, the exhibitor's manual mainly includes the following aspects:
(1) Preface. It mainly welcomes the exhibitors to participate in the exhibition, explains the principles and purposes of the preparation of this manual, and reminds the exhibitors to consciously abide by the relevant provisions of this manual in the preparation, exhibition, exhibition and exhibition withdrawal. The preface is generally short and concise.
(2) Basic information of the exhibition site. Including the exhibition hall and exhibition area plan, to the exhibition hall of the transportation map, the basic technical data of the exhibition venue. When drawing the plan of the exhibition hall and the exhibition area, pay attention to marking the location of various service facilities of the exhibition hall, the details of the division of exhibition areas and booths, and the internal access and exit population of the exhibition hall, etc.; when drawing the transportation map to the exhibition hall, pay attention to marking the specific location of the exhibition hall in the city, the various major means of transportation and transportation routes that can be utilized to the exhibition hall, and the specific location of each designated reception hotel in the city, etc.; for the basic technical data of the exhibition venue, make it clear that the basic technical data of the exhibition venue should be clearly indicated. For the basic technical data of the exhibition site, it should clearly and accurately list the ground load bearing, ventilation conditions of the pavilion, volumetric capacity of freight elevator, height of indoor space of the pavilion, height and width of the entrance of the pavilion, and water and electricity supply status of the pavilion, and so on. The introduction of the basic conditions of the exhibition venue. To help exhibitors accurately find the exhibition hall and their own booth, and then the booth mounted and exhibition has a very good role in guiding.
(3) Basic information of the exhibition. Including the name of the exhibition, the location, the exhibition time, the exhibition organizer, the designated contractor, the designated transportation agent, the designated travel agent, the designated reception hotel, etc. For the exhibition, it is necessary to specify the time of the exhibition. For the exhibition time, it is necessary to specify the exhibition setup time, opening time, open time for professional audience and general public, exhibition removal time, setup and removal of overtime time, etc., and try to be precise to the hour for the above time; for the exhibition organizer, it is necessary to specify the exhibition organizer, organizer, support unit and co-organizer, etc.; in addition, it is also necessary to specify the exhibition organizer, exhibition designated contractor, designated transport agent, designated travel agent, designated hospitality agent, etc. In addition, it is also necessary to specify the detailed contact address, telephone number, fax number and contact person of each exhibition organizer, exhibition designated contractor, designated transportation agent, designated travel agent, designated reception hotel, etc. It is also preferable to publish the website and E-MAlL if available, so as to enable the exhibitors to conveniently contact the relevant units when needed.
(4) Exhibition rules. It is the rules and regulations that exhibitors and visitors must abide by when participating in the exhibition, including the regulations on the use and management of the relevant documents of the exhibition, the regulations on the security and insurance of the exhibition site, the regulations on the cleanliness of the floors, the regulations on the storage of goods, the precautions for the use of water and electricity at the site, the regulations on the sale of exhibits at the site, the regulations on the fire prevention, the regulations on the protection of intellectual property rights, the precautions for the demonstration of exhibits at the site, etc. The exhibition rules are the rules that all the participants must follow. Exhibition rules are some systems that all participants must abide by, and they are very important for on-site management and maintenance of on-site order.
(5) Booth mounting guide. It is some basic requirements and instructions for the installation of exhibition booths, mainly including instructions for standard booths and open space booths, etc. Since all standard booths have a basic structure, it is very important for the management and maintenance of the exhibition site. Since the basic structure and configuration of all standard booths are the same, the "Standard Booth Instructions" mainly explains the standard configuration of the booth, lists the precautions to be taken by the exhibitors in using the standard booth, and suggests ways to deal with the situation if the exhibitors need to add other configurations other than the standard ones. The "Open Space Booth Installation Guidelines" are mainly about the regulations and requirements for exhibitors to set up open space booths, such as the requirements for the materials to be used, the regulations for fire fighting, the regulations for fire safety, and the regulations for the laying of electrical wires, etc. The "Tier Installation Guidelines" are useful in guiding exhibitors to set up open space booths. The guide will be of great help in guiding exhibitors to set up their booths and exhibitions smoothly and safely.
(6) Exhibit Transportation Guide. It is some guidelines and instructions for exhibitors to transport exhibits and other articles to the exhibition site, mainly including overseas transportation guide and domestic transportation guide. Regardless of whether it is an overseas or a domestic transportation guide, it is necessary to make specific instructions on the mode of transportation and transportation routes for exhibits, the deadlines for delivery and submission of documents for all kinds of goods, the preparation and delivery of shipping documents, the charging standards, packaging, customs clearance, return transportation, and optional services that can be chosen, and so on. The Exhibits Transportation Guide is of greater use in helping exhibitors to make timely arrangements for the transportation of exhibits and other items.
(7) Exhibition Tourism Information. It is some instructions for solving the needs of transportation, food, accommodation and transportation during the period of participation in the exhibition by exhibitors and visitors, and the needs of tourism before and after the exhibition. The conference and exhibition tourism information should list in detail the grade of each designated reception hotel, the preferential price of agreement, address, contact telephone and fax number and contact person, and the distance from the exhibition hall, etc., and list the visa methods for overseas visitors and exhibitors to enter the country, and the routes and arrangements for business investigation and sightseeing and leisure tourism available during and before and after the conference and exhibition. Convention and exhibition tourism information is mainly to facilitate the daily life of exhibitors and visitors to the service.
(8) Relevant Forms. It is about the exhibitors in the process of planning and organizing the exhibition need to use a variety of forms, mainly including exhibition forms and layers of mounting form two kinds. Exhibition forms mainly include VIP buyer service form, application form for hiring temporary service personnel, application form for additional work permit and invitation card, application form for seminars and technical exchanges, and application form for publication of advertisements in the conference journal. After the successful preparation of the exhibition manual, it can be printed into a booklet and sent to the exhibitors at an appropriate time before the opening of the exhibition, or its contents can be posted on the exhibition's special website for exhibitors to read and download, and if there are overseas exhibitors in the exhibition, it is also necessary to translate the exhibitors' manual into a foreign language text.
(3) Role of the Exhibitor's Manual
The Exhibitor's Manual is mainly for the convenience and guidance of the exhibitors in the preparation for the exhibition, setting up of the exhibition, the exhibition and the withdrawal of the exhibition, etc. It not only has a very important guiding role in the preparation for the exhibition for the exhibitors, but also helps the exhibition organizer to carry out the effective on-site management of the exhibition in the various sections of the exhibition such as the setting up of the exhibition, the exhibition and the withdrawal of the exhibition and so on. Influence:
1, the exhibitors' manual on the exhibitors' guide role. The exhibitors' manual gives detailed instructions on the exhibition site, basic information of the exhibition, rules of the exhibition, mounting of floors, transportation of exhibits and conference and exhibition tourism, etc. After obtaining the exhibitors' manual, the exhibitors can make preparations for the preparatory work for the exhibition according to the instructions of the manual, such as arranging for the transportation of exhibits, and preparing the mounting materials and design of the booths, etc. On the site of the exhibition setup, exhibitors will carry out the mounting of booths and fabrication of the booths in accordance with the relevant requirements of the manual. During the exhibition, exhibitors can set up their booths according to the requirements of the manual, so as to avoid blindness and irregularities during the exhibition; during the exhibition, exhibitors can arrange their exhibits for demonstration according to the requirements of the manual; during the removal of exhibits, exhibitors can remove their exhibits in an orderly manner according to the guidelines of the manual; after the exhibition, exhibitors can also choose the exhibition tours that suit their needs according to the guidelines of the manual. Under the guidance of the exhibition manual, exhibitors can more effectively prepare for and complete the various affairs of the various work aspects of the exhibition.
2, the role of the exhibition manual on the exhibition site management. The provisions of the exhibition manual for the exhibition during the period of preparation, setup, exhibition and removal of exhibition are not only conducive to guiding the exhibitors to do their work according to the regulations, but also conducive to the exhibition organizers to supervise the various matters at the exhibition site according to the provisions of the manual and to provide various services for the exhibitors according to the provisions of the manual. The exhibitors' manual is one of the important bases for on-site management of the exhibition organizers in the aspects of exhibition preparation, exhibition setup, exhibition and exhibition withdrawal, etc. It sets the behavioral norms that must be complied with at each stage of the exhibition, which is conducive to the on-site management of each aspect of the exhibition according to the norms of the exhibition organizers.
3, the role of the exhibition manual for the audience. In addition to the guidelines for exhibitors and the role of on-site management of the exhibition, the exhibition manual can also play a role in the exhibition audience. For example, the manual on the exhibition hall floor plan, the distribution of services and facilities in the hall, transportation routes, designated reception hotels and the exhibition opening hours of the instructions, the audience to visit the exhibition has greater help.
Viewers can reach the exhibition hall more conveniently under the guidance of the transportation roadmap of the exhibition hall, find the service points they need under the guidance of the distribution map of the service facilities in the exhibition hall, and enjoy the preferential price of the designated reception hotels of the exhibition. You can reasonably arrange your visiting time under the guidance of the exhibition opening hours. Generally speaking, a large part of the audience of the exhibition is invited by the exhibitors themselves, and the exhibitors will generally inform the audience invited by the exhibitors of the above information, so that the role of the exhibition manual for the audience will be greater.
Fourth, the basic principles of the preparation of the "exhibition manual" from the role of the exhibition manual we can see that the exhibition manual is an important document in the exhibition preparation process. To make the exhibition manual in the exhibition preparation process effectively play the above role, in the preparation of the exhibitors' manual, we must do:
First, practical. The content contained in the exhibition manual must be a greater guide for exhibitors to carry out planning, exhibition, exhibition and exhibition, etc., or a greater help to the exhibition organizer to manage the various aspects of exhibition planning, exhibition, exhibition and exhibition, or an auxiliary role for exhibitors to invite their old customers to visit the exhibition, otherwise, the content can not be entered into the exhibitor's handbook.
Second, concise and clear. The description and narration of all aspects of the exhibitor's manual should be concise, not too much text, not too long, can illustrate the problem on the line; the description and narration of all aspects of the exhibitor's manual must be accurate and specific, so that people can see clearly, not to make people unintelligible, and even more so that people can not produce ambiguity. Otherwise, in the exhibition planning, exhibition, exhibition and removal of the exhibition and other aspects of the specific implementation of the exhibition will cause controversy, not only unfavorable to the exhibitors exhibition, but also unfavorable to the exhibition organization on the exhibition site management.
Third, detailed and comprehensive. The contents mentioned in the exhibition manual should be as detailed as possible, for example, the provisions of overtime time for setting up and taking down the exhibition can be as specific as hours and minutes, and the provisions of the deadline for the return of all kinds of forms can be as specific as a certain month and a certain day and so on, which is more conducive to the specific operation and management of the exhibition; the contents mentioned in the exhibition manual should be without any omission, for example, in the explanation of the basic conditions of the exhibition site, the height and width of the population of the exhibition hall, and the height and width of the population of the exhibition hall. For example, in the description of the basic conditions of the exhibition site, the height and width of the pavilion population, the ground bearing capacity of the pavilion, the precautions for fire fighting, etc. should be listed one by one and not be omitted, otherwise, the on-site operation will be problematic, for example, if there is no mention of the height and width of the entrance to the pavilion, there is a possibility that some of the larger and longer items can not be entered into the pavilion.
Fourth, beautiful. The layout and production of the exhibition manual should be beautiful and generous, and the printing should be well-prepared, trying not to have typos and other printing mistakes; the production and paper of the exhibition manual should be in line with the grade of the exhibition and the brand and reputation of the exhibition organizer, and it should not make people have bad associations.
Fifth, professionalism. The wordings and sentences of the exhibition manual should be in line with the industry's habits and norms, and the language familiar to the industry should be used, and the terminology involved should be standardized, and some unfamiliar words in the industry should not be used as a matter of course; and the contents should be arranged in line with the preparatory procedures of exhibitors' preparation for the exhibition, so as not to allow them to search for the contents they need to know over and over again.
Sixth, internationalization. If the exhibition is an international exhibition, or if the exhibition has the intention to develop in the direction of internationalization, then the contents of the exhibition manual should be arranged and produced to meet the needs of the international exhibitors as much as possible, such as the Chinese text in addition to the text in foreign languages. The foreign language text of the exhibition manual, the translation must be accurate, because overseas exhibitors are based on the manual to prepare for the exhibition matters; if the translation is not accurate, it will bring them great inconvenience.