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You're at a trade show and need to delegate tasks. What's the best way to do it?

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Trade shows are great opportunities to showcase your products, services, and brand to potential customers, partners, and investors. But they also require a lot of planning, coordination, and execution to make them successful. One of the key skills you need to master as a trade show exhibitor is delegation. Delegation is the process of assigning tasks and responsibilities to others, while still maintaining oversight and accountability. Delegation can help you save time, reduce stress, improve efficiency, and empower your team. In this article, we'll share some tips on how to delegate tasks effectively at a trade show.

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1 Assess your needs

Before you start delegating tasks for your trade show, it's important to have a clear idea of what you want to achieve and the resources you have available. Begin by defining your goals, budget, timeline, and expectations for the event. Then, identify the tasks that need to be done before, during, and after the show and prioritize them according to their urgency and importance. Tasks that may need to be delegated include booking booth space, transportation, and accommodation; designing and printing marketing materials and banners; preparing product demos and presentations; setting up and dismantling the booth; staffing the booth; engaging with visitors; collecting leads; and evaluating results and feedback.

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Mike (Michael) Treacy

Accomplished Technology Consultant, Sales Leading Professional ? Personal Branding Builder ? Sports Fanatic ? Player-Coach
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In my experience, various tradeshows require different amounts of time for set-up and tear-down. In some cities there are Union requirements which add lots of time and money to get things accomplished. Making sure you and your team have plenty of time to engage and interact with prospects and clients is probably the highest priority.

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Brandi Firestine

Events Manager
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To start, it's helpful to have a foundation of early and often communication with your onsite teams. Your team should know ahead of time what their onsite schedule will be and where/how they will need to offer assistance. While onsite, if last moment tasks pop up you will feel more confident in delegating them, as your team has had open communication with you and knows that it's expected that they support. Additionally, I usually look to the people on my onsite team who are newer to trade shows and offer them the tasks so they can build their experience with hands on learning.

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Lola Vila

Founder & CEO | LOLA Events Experta en Eventos Corporativos, Experienciales y Marketing. Especialista en Tecnología Digital, Metaverso y RA. ?? Creadora de Experiencias únicas. ??
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Cuando participas en una feria comercial, llevar contigo a un equipo sólido no es solo una elección, ?es una necesidad! Cada miembro debe ser un embajador apasionado y comunicador experto de los valores de tu marca. Desde el primero hasta el último, todos deben estar alineados para transmitir tu mensaje con claridad y entusiasmo al público que visite tu stand. Con una variedad de productos en tu cartera, la diversificación del equipo de información es clave.

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2 Choose the right people

Once you have a list of tasks, it's important to decide who will be responsible for each one. To choose the right people for each task, consider their expertise, availability, responsibility, and autonomy. You should assign tasks that match the strengths and interests of your team members, fit their schedule and capacity, give them a sense of ownership and accountability, and allow them to work independently and creatively. Additionally, avoid overloading or underutilizing them so that they can showcase their talents and learn new things while delivering results.

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Carla Ramos

Driving Projects to Success Through Creativity
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In my experience, choosing the right leaders for smaller teams is key. Considering how complex and detailed planning a trade show can be, it’s just not doable for one person to cover everything alone. That’s why it’s really important to pass some tasks over to people you trust, especially those who’ve got what it takes to lead their teams well. Creating a vibe that boosts creativity and keeps everyone excited not only keeps the motivation up all around but also invites cool, new ideas for tackling any challenges you come across.

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3 Communicate clearly

To ensure effective delegation, it is essential to communicate the tasks clearly to your team members. Explain the purpose and value of each task, and how it contributes to the overall goals of the trade show. Specify the scope and requirements of each task, and provide any relevant information, instructions, or guidelines. Set deadlines and milestones for each task, while also agreeing on the deliverables and outcomes. Clarify everyone's roles and responsibilities, as well as the reporting and feedback mechanisms. Encourage questions and feedback from your team members, and address any doubts or concerns they might have. This will help avoid confusion, misunderstanding, and conflict.

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4 Monitor and support

Once you have communicated the tasks, it's essential to monitor their progress and provide support to your team members. Monitoring and support are key for successful delegation, as they help to ensure quality, consistency, and alignment. To do so, you should track the status and performance of each task against the predefined criteria and standards. Moreover, it's important to give regular and constructive feedback to your team members and acknowledge their achievements and challenges. Additionally, offer guidance and assistance when needed, resolve any arising issues or conflicts between team members, and adjust tasks or expectations as needed. Delegation is a vital skill for trade show exhibitors, as it can help you optimize resources, increase productivity, and reach objectives. By following these tips, you can delegate tasks effectively at a trade show for a smooth and rewarding experience.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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You're at a trade show and need to delegate tasks. What's the best way to do it?

1

2

3

4

5

1 Assess your needs

2 Choose the right people

3 Communicate clearly

4 Monitor and support

5 Here’s what else to consider

Trade Shows

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You're at a trade show and need to delegate tasks. What's the best way to do it?

1

2

3

4

5

1 Assess your needs

2 Choose the right people

3 Communicate clearly

4 Monitor and support

5 Here’s what else to consider

Trade Shows

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