Trade fair: how to bring your team and make the most of it

Taking part in a trade fair is one of the most direct ways to meet clients, find suppliers and keep up with the market in just a few days. But the result depends on a lot of work before the event: a ready booth, the team in the right place, a schedule of meetings and logistics that do not take the attention of the people who should be selling.

At ArrowTur, which has organized corporate travel and events since 1989, we know that the week of a major trade fair changes a city: hotels fill up, rates go up and traffic to the venue slows down. In this guide, we cover what to plan to bring your team and get the most out of the event, whether as an exhibitor or as a visitor.

Set the goal before booking anything

Exhibiting and visiting are different decisions, with different costs. Before booking the booth or buying tickets, answer:

Why the company is going to the fair: generate leads, close sales, launch a product, find suppliers or strengthen the brand in the industry.
Who needs to be there: sales staff, technical staff for demonstrations, executives for strategic meetings.
How the result will be measured: number of qualified contacts, meetings held, proposals sent after the event.

With a clear goal, it is easier to decide the team size, how many days each person stays and what budget makes sense.

Calendar and deadlines: start early

The most sought-after fairs sell space many months in advance, and accommodation near the venue follows the same pace. A reference timeline:

6 to 12 months before: choose the fair, book the space and set the budget.
3 to 6 months before: book hotels, design the booth, define the team and buy tickets for confirmed trips.
1 to 2 months before: registration, meeting schedule with clients, shipping of materials and local transportation.
Event week: final confirmation of flights, rooms and transfers, and an itinerary for each person.

During major fairs, leaving hotels and flights to the last minute usually means paying more and staying far from the event.

Team accommodation and transportation

Where to stay

Choosing a hotel should take into account the real travel time to the venue at rush hour, not just the distance on the map. In large cities, a slightly more expensive hotel nearby can save hours of traffic and taxi fares. For teams, keeping everyone in the same hotel makes meetings at the start and end of the day easier.

Room blocks

When the team is large, a room block secures availability and rates. Pay attention to the conditions: the deadline to send names, the cut-off date to release rooms without penalty and the cancellation policy. Set-up crews usually arrive earlier and need different dates from the sales team.

Flights and local transportation

Stagger arrivals: the set-up crew, booth staff and executives rarely travel on the same days. For daily commuting, consider a contracted transfer for the group, especially when the venue is far from the hotel area or when the team needs to arrive before opening.

Organizing the booth and the schedule

A well-organized team achieves more than a large one:

Shift schedule: nobody performs well standing for ten hours straight. Set booth hours, meeting times and breaks.
Meetings booked in advance: let clients and prospects know ahead of time and schedule slots at the booth or elsewhere.
Materials and equipment: decide what goes by courier and what travels with the team; large items in luggage are expensive.
Lead capture: agree on how each contact will be recorded and who will follow up after the fair.

Visiting a fair also needs a plan

For visitors, the risk is spending the day walking around with no goal. Before the trip, register, check the list of exhibitors, book meetings with the most important suppliers and set aside time for talks and launches. Often, one or two well-planned days are worth more than a whole week at the venue.

After the fair: results show in the follow-up

The work does not end when the venue closes. In the following days:

contact leads while the conversation is still fresh;
compare the results with the goal set at the start;
add up all costs, including flights, hotels, transportation and per diems;
record what worked and what to change for the next edition.

Trade fairs with ArrowTur

At ArrowTur, we handle the travel side of the fair so your team can focus on the event: flights with staggered arrivals, room blocks near the venue, group transfers, an individual itinerary for each participant and a cost report at the end. We work with exhibitors and visitors, at fairs in Brazil and abroad, Monday to Friday, 7 a.m. to 7 p.m. (Brasília time), with emergency support outside those hours.

Learn about our work with corporate events, and talk to our sales team on WhatsApp or by phone at +55 11 5189-4120.

Frequently asked questions

How far in advance should I book a hotel for a trade fair?

For major fairs, ideally 3 to 6 months before. Close to the date, hotels near the venue are often full or more expensive.

Is a room block worth it?

For larger teams, yes: a room block secures availability and rates. Check the deadline to send names and the cut-off date to release rooms without penalty.

How many people should staff the booth?

It depends on the booth size and the goal. What matters most is a shift schedule, so someone is always available without wearing out the team.