Marcom Brief: Frequently Asked Questions About Talking to the Press at Your Next Trade Show

Including what you need to know to feel at ease during press meetings

By Bob Decker

Every year in the lead up to NAB, IBC, Sensors Converge, and other annual trade shows, clients and friends in the industry ask us at Redpines how to get the most out of their interactions with the media at the show.

It’s smart that you want to know what to expect when meeting up with the press , what information editors really want in order to write about your company, and when is the right time (and when is too late) to reach out to editors. It’s all in an effort to get the best media coverage possible.

That’s why we put together an FAQ guide answering your most common questions, including:

● Why should you meet with the press at all?

● How can you handle last minute press needs like product launches leading up to a show?

● What can you do to calm the anxiety about meeting live with an editor?

● What can you say to people who just aren't convinced of the value of meeting with the press? 

You'll find out everything you need to know in order to feel comfortable during press meetings and to ensure they are worth your while, resulting in positive coverage for your company. 

Want the FAQ that will make it easier to talk to the press on the show floor? Get your copy now.  

Do you have too many tasks for your next trade show? Does media coverage often take a back seat?

Bringing in experts like Redpines can take a load of work off your shoulders in the busy lead up to trade shows, as well as optimize your opportunities to interact with the press, which will result in better coverage.

Would you like to take any PR tasks off your plate before your most important trade shows? To talk about the services we can provide you, please reach out to me by phone at 415-409-0233.

Showcasing Success: How Redpines Helped Javelin Stand Out at Sensors Converge

By Bob Decker

From Day 1, Redpines has been helping our clients get more successful results from exhibiting at trade shows. At this year's Sensors Converge Expo in Santa Clara, we were quite honored to have two clients exhibiting on the show floor—Posifa Technologies and Javelin ASIC Devices. Posifa exhibits at Sensors most years while 2024 was Javelin's first time at the show. 

That said, Javelin's management team is no newcomer to Sensors Converge or Silicon Valley. Steve Dreyer and Bob Frostholm are two of the Valley's most enduring veterans—not just because they're smart but because people like working with them.

That's the message we focused on in creating the Javelin website earlier this year and it's the message that we wanted the Sensors Converge booth to convey with equal clarity. Fortunately, the same Javelin customer who agreed to provide an endorsement on the Javelin homepage — Robin Jakiela of Mirion Technologies — reiterated her generosity in allowing us to repeat part of the same statement on the Sensors booth backdrop. So instead of merely telling people that Javelin is great to work with, we could show it, with authentic words and the warmth of a human face.

As the centerpiece of a minimalist booth that looked bigger than its 10 x 10 space, the backdrop sourced from an online backdrop company delivered exactly the message client hoped for at a price point of about 10% of the cost of a 2-day booth rental from a Silicon Valley booth builder. 

We can't wait to help Javelin be successful at its next trade show and we can't wait to help you as well. To learn more about the full menu of services that Redpines offers around trade shows, please leave me a voicemail at (415) 409-0233 and I'll be happy to brief you on how we can make your next event a standout success.

Toolbox: Do You Have Trade Show Anxiety? (Your Complete Trade Show Marketing & Communications Checklist)

By Bob Decker

It’s 2:00 AM. It’s pitch black outside. All is quiet, except the drumming between your ears. You should be sleeping. 

Instead, your mind is going in circles listing off all of the tiny things that could slip through the cracks. You’re thinking about the details no one knows but you. You’re looking to foresee any potential problems before they happen.

The cause of this anxiety is the next trade show on the calendar. Whether you’re preparing for NAB, IBC, InfoComm, Sensors, or one of the other shows that take place each year, you’re not alone if you find yourself under immense pressure in the lead up to the event. 

Everyone experiences stress in anticipation of major trade shows because you have invested so much time, effort, and budget into everything going perfectly. Plus, a great deal is riding on the outcome because the reason you invest in the trade show is the number of deals you can start or secure there. 

That’s why I’ve put together a complete list of every marketing and communications task you have to do starting one year before a show and continuing during a show and even after. 

By following this list, you can eliminate much of the tension and anxiety you experience because it will allow you to anticipate everything you need to think about for a successful trade show. 

Before reading the list, you should know that the single greatest stress-reducer you can put into practice is working with an agency that has expertise in both your industry and trade show marketing and communications. Dundee Hills Group agencies, including Redpines, provide each and every one of the services on this checklist for our clients, easing the load of the trade shows where they exhibit.

Here’s Your Complete Trade Show Checklist:

 

6 to 12 months in advance of the show:

● Begin full show campaign plan

● Pitch possible speaking opportunities and paper presentations

● Create, proofread, format, and submit presentation abstracts 

● Propose ancillary and/or co-located events

● Submit show-related award nominations

● Prepare the trade show participation budget

● Plan product roadmap 

● Create overall theme and visual treatment

3 to 6 months in advance of the show:

● Identify, prepare, and submit for relevant award opportunities

● Complete exhibitor profile on the trade show website

● Submit content for the show dailies

● Design ads and create advertising plan

● Create strategy and budget for press events, such as a press conference or dinner

● Make press conference room reservations

 

1 to 3 months in advance of the show: 

● Media:

○ Organize press events, including invitations, managing RSVPs, catering, and creating and editing the presentation 

○ Identify editorial opportunities specifically aimed at the event

○ Place and write contributed articles on trends, thought leadership, etc.

○ Develop a show preview

○ Create sponsored content for show dailies and other trade press

● Digital marketing:

○ Produce show landing page

○ Design and schedule a social media campaign

○ Organize and offer a pre-show webinar

○ Write and send an e-mail campaign inviting prospects to visit your booth

○ Produce short videos to generate show leads 

○ Reach out to targeted leads one-on-one to schedule meetings at your booth

○ Create digital media that can be on display at the booth

○ Write and design tailored articles or reports

● Print:

○ Coordinate with stand builder 

○ Create sales collateral 

○ Design booth graphics

○ Specify vendor and order booth graphics

○ Specify vendor and order printed handouts

○ Final proofing of all printed graphics

 

1 month or less in advance of the show:

● Review, edit, proofread, and format final paper, booth presentations, and/or slides

● Create virtual tour of the booth 

● Manage booth staff training

● Design slide deck presentation to go on monitors at the booth

● Strategize pre-show video scripting

● Media: 

○ Conduct pre-show one-on-one briefings of editors

○ Provide staff media training, including how to present at a press conference and talk with editors in one-on-ones at the booth

○ Prepare press kit 

○ Create look-books with pictures of editors and a schedule of meetings

○ Offer calendar invitations for press meetings

○ Send press releases about exhibiting at the show, new products, customer announcements, etc.

○ Write and edit press briefings and talking points

 

During the show:

● Staff the booth, press room, lounge, and/or meeting rooms

● Set up the booth

● Troubleshoot booth technology

● Provide final proofing of all changeable graphics (such as lettering) being done on site

● Post on social channels from the show floor

● Host editor meetings

● Record and/or photograph award presentation and booth events

● Take video on the booth to use for follow-up social media and your website

● Coordinate and lead dealer and distributor meetings 

● Launch text-from-stage campaign during the show to capture leads

● Follow up with booth visitors during the show

 

Within 1 month after the show:

● Send follow-up e-mail campaigns to booth visitors 

● Conduct post-show performance assessment and reporting

● Manage editorial follow up such as writing thank you notes, sending press requested materials, and arranging interviews for upcoming features

Having read through the list, would you like to take any of these tasks off your plate in the lead up to your most important trade shows? 

Dundee Hills Group agencies can offer you every one of these services, removing your biggest stressors with expertise and key contacts within your industry. If you’d like to talk about a package of services we can provide you, please reach out to me by phone at 415-409-0233.