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Our top 5 tips for outdoor events

Attending shows and exhibitions outside is a great way to reach different potential customers and clients, whilst showcasing your products and services.  However, if you fail to consider the important factors, then you might end up being left out in the rain (literally).

So just to make sure you’ve got everything you need for your next outdoor event or exhibition, us lovely people at Henson Franklyn have put together our top 5 tips for outdoor events.

1. Get there in good time

Nobody likes being in a rush.  Get to your venue in good time to ensure that you can set up your equipment with plenty of time to spare, leaving you feeling relaxed and ready to own the day.  Get yourself a good parking space, find out where the toilets and refreshments are, ensure that your stands and displays are set up correctly, and that any cables and personal items are out of sight before your first punter appears.

Give yourself enough time to take a look at your display and make sure you are happy with it.  The more time you have spare, the more time you have to make sure those small details are just right.  Maybe even use your spare time to check out who else is exhibiting and have a chat with a few old acquaintances – you might not have chance later on in the day.

2. Check the weather

This is a big one.  Whether you are exhibiting in the height of summer in blistering heat, or stuck outside on a cloudy, windy, rainy grey day, you need to make sure that you are equipped.  The weather conditions are going to determine not only your choice of clothing, but also your exhibition equipment, which we’ll talk about further below.

3. Dress appropriately

As mentioned above, don’t get caught out in the wrong clothing for the weather.  You need to feel comfortable on a day like this as you’ll (hopefully) be speaking to lot of visitors and prospective clients.  The last thing you want is to be covered in thermals on a hot day, or not have your waterproofs in the rain.  Also take footwear into consideration, because if you are exhibiting outside on grass, sensible not necessarily fashionable shoes might be the order of the day.

Also take into consideration how formal or informal the event is.  Does your branded polo shirt do this event justice, or would smart dress be more appropriate? Dressing down once you are there is easier than dressing up!

4. Have the correct gear

When exhibiting outdoors, you’ll need to ensure that your display gear is appropriate for the conditions.  Indoor equipment won’t always cut the mustard, and end up as a sail in high winds, leaving you propping up your stands with random objects and tape.  Check the expected forecast for wind and choose items based on the Beaufort scale, and make sure your items have a sturdy enough base where needed.

In wet conditions, you’ll need outdoor products that have been printed on PVC substrates because they will be water resistant enough for light showers, although always be prepared to shelter your exhibition if rainfall gets heavier.

If you are fortunate enough to have the sun out on your show day, enjoy it!  But also bear in mind that prolonged exposure to sun light could make your printed elements fade.  You should consider printing with UV stable inks too so your display stands can endure the brightest of sunny days.

5. Call Henson Franklyn and leave it to the experts!

If all of this sounds completely alien, daunting, or if you simply don’t have the experience or time to consider all of these points, then why not leave it to the experts?

Henson Franklyn have been at the forefront of the exhibition game since 1991.  If you would like to hear more about how we can help you get the most out of your big day, contact us on 01472 718178.