Exhibitions Briefing No 118
Introduction
Many service groups and branches now plan to
take part in roadshows exhibitions and conferences– putting
exhibitions and stalls up in workplaces to recruit, and/or to
exhibit at conferences/open days/festivals run by employers,
single interest groups campaigning and voluntary groups.
If you want or are approached to put up a stall
you should first of all ensure that you are the right person
for the specific issue. Is it a specialist topic, and are the
right people available and prepared to staff the stall?
Like any other communication the best results
from these are gained by planning UNISON's input,
using resources wisely to give as professional a display as
possible, and ensuring that people staffing the stall are properly
briefed. In essence you need a strategic approach to exhibiting.
This briefing gives some assistance in devising
a strategy and running a stall/exhibition
In Advance
– visual impact (height/light/colour/shape/graphics/audiovisuals
etc)
– ease of use (weight/portability/adaptability/ease
of assembly
– cost (All are relatively expensive)
- Different types - do you need different displays for
different purposes?
- Do you want to do any particular feature eg a presentation,
as part of the exhibition?
Planning
- set objectives and a budget/identify the correct people
to staff the stall - check availability
- pre-announce your presence where possible (leaflet/press
release/posters, etc)
- set a budget
- pick the correct site – check entrances and exits.
Pick somewhere people gather (eg canteen)
- get permission/book the site(s)
- set your timetable and make up a checklist to cover all
the needed factors. Regional office can assist with this.
- identify - who is to deliver/set up the stall,
who is to staff the stall – have enough to give
staff breaks (about two hours on duty is preferrable).
- ensure your display has good graphics – see above
- ensure you have enough and relevant material – order
in advance from Communications and check any freebies needed
- set your competition (see running your stall)
- make up your enquiry form
- train/brief your staff
On the Day - Running your Stall
Staffing
Brief staff on behaviour and how to make contact
with visitors, have enquiry forms available and fill them in
accurately, be informed, have a contact, rest breaks.
Freebies
Carrier bags, coasters, pens, etc – are there
going to be kids? – helium balloons/badges. Remember
Membership Forms!!!
Prize Draw
It is useful to have a free draw or some other
feature that draws people to your stall and gets names/ addresses/membership
info to follow up. It is a good idea to distribute draw forms
around a workplace early in the day.
Pick a Theme
If not one already – or if it is very general
– but don't have a theme that diverts from the main
aim.
Press Coverage
Is it a story? Consider theme/local press etc.
Your own newsletter In any case why not take
a picture and do a story for appropriate internal media (Branch
newsletter, Scotland in UNISON etc?
Keep it Tidy clear up as you go and at
the end – make sure all stock/equipment is accounted
for.
Afterwards
Follow up leads
- ensure enquiry forms are dealt with – and contact
is made
- ensure prize draw names are notified (if not done on the
day)
- check 'entries' for membership and contact non-members
with request to join
- store material/display
Decide success/problems
- debrief those involved
- check against objectives - see Planning your exhibition
For Further Information
Comms material
- order via UNISONUK website, http://www.unison.org.uk/catalogue
or ask Chris Bartter Comms Officer - Scotland (see Contacts
List)
Ask one of the Branch Development Officers. They
have a checklist which is on the Scottish website. www.unison-scotland.org.uk/briefi
ngs/exhibitions.html
Many display producers also produce guides and
advice for exhibitors. Two good ones are Clip, and Nomadic.
Clip supply an interactive CD at http://www.clipdisplay.com/pro
ducts/freecd, Nomadic advice is at http
://www.nomadicdisplay.com/TipoftheMonth/TipFrameSet_TSCoach.html
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