After the trade show: handling contacts, follow-up and materials for next time
A practical plan for the first 3 business days after a trade show: entering contacts, a thank-you email, a second follow-up, storing your stand, and measuring results.
The first three business days after a trade show matter most: this is when you should enter all the contacts you collected into one file, send a thank-you email with a concrete offer, and set a reminder for a follow-up email a week later. In practice, about half of contacts only reply to the second email, so a single "nice to meet you" message leaves most of the work undone. It's equally important to sort out your stand and materials right after the show — a properly stored roll-up banner stand lasts 5–8 events, and after that you only need to replace the print cassette, not the whole system.
The first three days: handling contacts
Day 1 — data entry. Business cards, notes and forms should be transferred into one table while your memory is still fresh. Minimum columns: company, contact person, email, phone, what you discussed, priority (A/B/C), what needs to be sent.
Day 2 — thank-you email. Short, personalised, with a reference to the conversation: "we talked about stickers for your new product line." Include a concrete offer or price range, not just a catalogue. For A-priority contacts, a phone call works better.
Day 3 — planning. Set calendar reminders for a follow-up email after 7 days and a second contact after a month. At the same time, note what was missing at the stand and what was left over — you won't remember this a month from now.
Follow-up email after a week
The second email shouldn't be "did you receive my email?" Add new information: a ready quote, an artwork visual, a deadline for a specific order. If there's still no reply after the third contact, move the contact to a list you write to once a quarter.
| Day | Action | For whom |
|---|---|---|
| 1 | Enter contacts into a table, assign priorities | Everyone |
| 2 | Thank-you email with a concrete offer | Everyone |
| 2–3 | Phone call | A priority |
| 7 | Follow-up with a quote or artwork | A and B |
| 30 | Reminder, new information | B and C |
| 90 | Quarterly contact | Non-responders |
How to store roll-up banner stands and flags so they last for several shows
Most damage happens not at the show itself, but during transport and storage. A few basic principles:
- Always store roll-up stands upright or lying flat on a level surface, never under other boxes — a bent aluminium cassette will no longer let the print roll up straight.
- Wipe the print material with a dry or slightly damp cloth before rolling it up; dust underneath the roll causes scratches.
- Store beach flags and fabric banners dry, folded rather than rolled around the poles — fabric creases from prolonged pressure won't smooth out again.
- Keep poles and feet together with the stand in a labelled bag. A missing foot usually means buying a whole new stand.
- After every show, check the bag's zipper and the canvas edges — a small tear will become a big one next time.
If your design is outdated or your logo has changed, you don't need to buy a new system. Replacing the print cassette in a roll-up system costs significantly less than a new stand, since the aluminium casing and bag stay the same. Send us the new artwork, and we'll prepare a new print for your existing size — most commonly 85×200 cm or 100×200 cm. More about this service: banners and roll-up stands.
What to order with a buffer for the next show
The most common mistake is using up everything down to the last piece, so you're rushing again before the next event. It's worth ordering a buffer of materials that don't carry a date or the name of a specific event:
- business cards and flyers without dates — digital printing from 1 pc up to large runs;
- stickers with your logo (on rolls or sheets) — useful for both packaging and gifts;
- neutral promotional products: pens, notebooks, tote bags, keyrings;
- paper bags with a logo from 100 pcs — handy for holding handouts at the stand.
Save event dates and hashtags for posters and placards only, which you print fresh each time anyway.
Examples from our catalogue
- Standart Roll-Up Black advertising stand with print – aluminium casing with full-colour print on blockout material that prevents light showing through; price from EUR 62.48/pc from just 1 pc.
- Double Roll-Up advertising stand with print – double-sided aluminium stand with print on both sides, suitable for a stand in the middle of an aisle or a standalone zone; price from EUR 167.60/pc from 1 pc.
Prices are excl. VAT and are indicative — the exact amount depends on size, quantity and whether you need a full system or just a new print insert.
How to tell if the show paid off
Count numbers, not emotions. The minimum set of figures worth tracking two weeks and then three months after the show:
| Metric | What to measure |
|---|---|
| Contacts | How many qualified contacts were collected (with email and a need) |
| Quotes | How many quotes were sent out after the show |
| Orders | How many of them turned into an order within 90 days |
| Costs | Stand space + materials + staff time + promotional products |
| Cost per contact | Total costs / qualified contacts |
If the cost per qualified contact is lower than your usual customer acquisition cost through other channels, the show worked for you. Remember that a stand, roll-up banners and flags are reusable — their cost can be spread over 3–5 events rather than written off against just one.
Timelines for your next event
Our own printing — stickers, business cards, posters, roll-up print materials — usually takes 1–3 business days. Promotional products with your logo from the catalogue take 6–10 business days (production 4–7 days depending on quantity, plus 2–3 days delivery). This means you should start ordering materials at least 3 weeks before the show; urgent jobs are handled by separate agreement.
We accept files as vector graphics (.ai, .eps, .pdf, .svg), in CMYK, and raster images at 300 dpi. We always confirm the artwork by email before printing.
FAQ
How soon after the show should I send the first email?
Ideally the next business day, no later than the third. After that, people no longer remember the conversation, and the email looks like a mass mailing.
Can I just replace the print material on my existing roll-up stand?
Yes, as long as the aluminium cassette and mechanism are in working order. This costs significantly less than a new stand. Send us a photo with the cassette size and your new artwork, and we'll give you an exact price.
What's the best way to store a roll-up stand between shows?
In its bag, upright or lying flat on a level surface, in a dry room, with no weight on top. The print material should always be fully rolled into the cassette, never left halfway.
How many promotional products should I order for the next show?
Usually calculate 30–50% of the expected number of visitors at your stand, with more expensive gifts reserved only for A-priority conversations. Order neutral, date-free materials so any leftovers are useful next time.
How long does it take to get a new roll-up stand with print?
We prepare a standard roll-up stand with print in 1–3 business days after artwork approval. If you need it faster, get in touch — it can often be sorted the same day.
How do I know if a contact is qualified?
If you have an email, a clear need and a rough timeframe. A business card with no record of the conversation is just an address, not a contact.
