As an exhibitor, timing is everything. Here’s a guide to help you plan for CLEANPOWER 2020.

A good rule thumb of is to send invitations and marketing materials so that they are received by customers between three and four months before the show. The last couple of weeks leading up to the event should be reserved for reminders. 

If you are a first time exhibitor, here’s a resource from our show decorator (GES) to help you get started. 

For our long timers, here’s a plethora of tips and tools to help you keep your exhibition at CLEANPOWER fresh.

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DECEMBER 2019

Pay any outstanding invoices for your booth before the rate increases | deadline is December 7
Log in to pay an outstanding invoice. See invoice for password. Email the expo team for assistance.

 Registration is open! Attendees spend some time on the website before and after registering to check out who is attending.
Log in to the exhibitor portal to verify your contact information, company details & product categories. 

 Review pre-show marketing ideas with your team

 Identify an implementation team and formulate show promotion strategy

 Define objectives, budget and targets for your investment in CLEANPOWER

 Talk to staff members and create a marketing plan (pre-show, onsite, and post-show)

 Plan your 2020 product releases to be unveiled at CLEANPOWER. You’ll reach widest audience, garner the most press, and have the greatest industry impact. Leverage your new products at the show

 Check with trade publications and official CLEANPOWER media partners concerning pre- and post-show editorial plans, and plan advertising insertions accordingly

 Update customer and prospect lists

 Secure a CLEANPOWER sponsorship to optimize brand visibility 

 Design advertisements for digital and print media, like LinkedIn and trade publications

 Run show ads in appropriate digital media platforms and trade publications 

 Add a mention to regular advertisements announcing your participation in CLEANPOWER

 Add the CLEANPOWER exhibitor logo on your company’s website 

 Make plans to attend the CLEANPOWER 2020 Exhibitor Meeting in Denver (1/21/20). | housing deadline is January 3

 Sign up to participate in the exclusive buyer meetings at CLEANPOWER: Pitch & Purchase

 Begin reviewing and completing forms in the Exhibitor Services Manual



JANUARY – FEBRUARY 2020

 RSVP for the CLEANPOWER 2020 Exhibitor Meeting (1/21) & book accommodations  

 Engage an experiential marketing partner, if needed

 Check out the attendee list and start building your top prospect list. It is also a good idea to scroll through the exhibitor list

 Plan direct mail and/or digital marketing efforts, including designing and printing materials

 Create a calendar for your promotional emails and change copy each month to make it relevant to the customer and CLEANPOWER programming (i.e. networking events, colleagues speaking on panels, etc.) 

 Invite your customers and prospects to CLEANPOWER by direct mail, email, and/or phone. Use the exhibitor invites that have been created for you or tweak the email sample in this toolkit (coming soon) and offer your guests a discounted customer pass [promo code: CUSTOMER20]

 Send press releases to trade publications announcing your participation in CLEANPOWER and any new products or services you will be introducing at the show

 Insert ads into trade publications and company newsletters

 Begin uploading banner ads onto your company’s website, social media pages, and e-newsletters, and post to industry websites as appropriate. We can help you develop some promotional tools. Reach out to our exhibition team if there is something else that would be useful! We're happy to provide custom visuals and messaging for your specific needs

 Develop onsite promotional giveaways and materials

 Update your company profile in the exhibitor portal, if you haven’t already done so

 Join the Green Team Exhibitor Program. More exposure with no added cost and a great way to be supportive of the show’s sustainability standards.

 Book housing! The best accommodations will book up quickly | deadline is 5/11 

 Redeem your exhibitor passes. This ensures your delegates’ names are on the attendee list early. Attendees, specifically purchasing directors, start scoping out what new connections can be made ahead of time

 Add a pre-conference seminar onto your registration or local Learning on the Road Tour. These add-ons are great places to meet attendees and prospects in a more intimate and less crowded setting



FEBRUARY – MARCH 

 Reserve any additional meeting rooms you may need while you are at CLEANPOWER

 Run show ads in appropriate digital and print trade publications

 Purchase ad space in the onsite printed program and/or show mobile app 

 Send emails and other direct mail to your customers and prospects and invite them to CLEANPOWER 

 Develop an experiential marketing plan to implement onsite. Here’s an article on how hospitality is the first step in great experiential marketing

 Post the CLEANPOWER logo on your company website and social media pages. 

 Develop a program of competitions or prize drawings for your booth

 Place order for promotional giveaways. This would also be a good time to put in your order for in-booth catering via Centerplate (the official concessionaire). Another easy way to elevate your presence at CLEANPOWER

 Log in to the exhibitor portal to make any edits to your contact information, company details & product categories. Whatever is listed is what we will pull into the official event app and printed map.

 Send out an invitation to attend CLEANPOWER to your customers and prospects (promo code: CUSTOMER 20)

 Have you booked housing?! Book now to get the best accommodations.

 Attend webinar on how to set up your custom exhibitor landing page |
March TBA

 Complete your exhibitor landing page, if you haven’t already done so 

 Ensure you are signed up to participate in the exclusive buyer meetings: Pitch & Purchase

 Include the CLEANPOWER logo in your email signature

 Secure event sponsorship to ensure full recognition is received onsite and in printed materials 



APRIL - MAY 

 Register for additional passes before the early bird rate expires | deadline is April 10

 Make sure all fabrication and show services have been ordered | deadline for discount is May 7 

 Pull, prep, and ship exhibit structure | see exhibitor timeline | deadline for discount is May 7

 Make sure you’ve redeemed your exhibitor passes and have updated any name changes 

 Continue running digital ads and sending communications to customers and prospects, and run show ads in appropriate trade publications

 Send one final invitation to attend to customers and prospects if they haven’t responded yet

 Finalize the details for hospitality functions you’re hosting in Denver

 Set up meetings with your top prospects via phone or the attendee networking tool (coming soon)

 Update online listing to include any new products launching at the show. Take advantage of posting press releases on your company’s website and sending them out to the trade press

 Download the AWEA Events app onto your phone and/or tablet (and remind other attending colleagues!)

 Train your onsite staff in booth etiquette and best practices

 Register for any additional passes before the advanced rate expires | deadline is May 31



JUNE

 Install exhibit!

 Attend the CLEANPOWER Appreciation Reception. Exhibitors with a booth size of 400 SF or larger are invited join AWEA's board of directors, committee leaders and other VIPs at this special appreciation reception | May 31 

 Attend exhibitor happy hour after participating in Pitch & Purchase | June 1

 Reserve your booth for CLEANPOWER 2021 while you’re onsite, if you haven’t already

 Dismantle and ship booth to next location (if applicable)

 Complete post-event survey sent by AWEA Staff. Feel free to send us any feedback directly

 Inspect, perform maintenance and inventory booth properties 

 Post-show marketing! This includes sending thank you notes, and following up with the top customers, prospects, and connections you gained at the show. The number one complaint of show attendees is the lack of follow-up after the show. Don’t miss out on the opportunity to reach your full ROI from investing in the show



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