Axia Consultants: Tips for Attending

Accounting, CRM, HR & Payroll Exhibitions

To get the most out of an exhibition - plan what you are going to do

before, during and after attending. 12 key points / tips are listed below.

Before the exhibition

1. Draw up a list of objectives for visiting the exhibition. Define what you

wish to achieve eg to get an overview of certain types of software, see the

latest software functionality, or to meet certain vendors.

2. Plan your visit. Make a shortlist of exhibitors, vendor demonstrations,

educational or other sessions you wish to see. Don’t consider spending all

day in vendor software demonstrations - they may end up sounding and

looking alike and you may end up being totally confused. Plan a balance of

visiting stands, meeting vendors, discussing your requirements, as well as

attending demonstrations.

3. Mark the locations of the stands / demonstrations you wish to see on an

exhibition layout planner so you know your way around the exhibition

floor and can save time / avoid getting lost when you are there.

4. Attending with colleagues can help to determine which software to

investigate further. However, plan in advance who is attending, who shall

see what and when. Aim to cover all items, with colleagues splitting up to

cover different parts of the exhibition.

5. Determine how you will get to the exhibition - so that you arrive on time

and are able to complete everything. If you are attending for more than

one day and need overnight accommodation, book well in advance of the

date(s) required.

At the exhibition

6. Follow your visit plan. Ensure you cover the areas you wish to see. Don’t

get side-tracked once at the exhibition - you can use any time left over at

the end to visit other stands which look interesting.

7. If attending with colleagues - use the opportunity to quickly obtain a

large amount of information and to network / create new contacts for later

use. Work the exhibition - don’t just stay together or treat as a day out of

the office!

8. Take a copy of your outline system requirements* with you - to refer to

and / or raise key points with vendors / exhibitors.

9. Take plenty of business cards - to hand out to exhibitors and to save

filling in their forms with your details.

10. Take a pen and small note pad for jotting down key items,

demonstration notes, points of interest, contacts etc.

11. Attending exhibitions can be tiring. They can be hot (particularly in

poorly ventilated demonstration rooms) and you may do a lot of walking.

Be prepared - wear comfortable clothing and take regular refreshments

throughout the day.

After the exhibition

12. Review the information you have obtained and write up notes / ideas

as applicable. Discuss with colleagues. Then determine which software

vendors you wish to follow up on and investigate further.

* If you have yet to complete your system requirements, see the

Accounting, BI, CRM, HR, Payroll and HR+Payroll RFI/RFP Templates - which

can help you quickly identify and specify your system requirements.