Whether you are a frequent, seasoned exhibitor at local community events and fairs, or involved in larger venues such as commerce expositions and business trade shows, there are a standard set of materials and supplies you will want to have on hand and ready to bring. 
Here is a basic Inventory List similar to what we use within our organization to make sure we have everything on hand ("in stock") and help insure nothing is forgotten on the day of the event. The list is continually updated as our experience, needs and objectives evolve.
The items in the General and Organization categories are stored in a separate, designated area and monitored along with regular office supplies, replenishing as necessary when the quantity falls below an established level.
General Items / Basic Supplies
- Extension cords, power boxes, surge protectors, multiple outlets. (several)
- Scissors / box cutter
- Shipping tape (clear / heavy duty) and dispenser/applicator
- Duct tape.
- Ribbon to tie balloons, etc. (white and organization colors)
- Extra Rope
- Pins (safety), hooks to tie down banners, posters, etc.
- Generic balloon packs (including ones with organization colors)
- Give-A-Way Registration Forms (name, email address, phone number, interest indicator/selection, etc.)
- Drawing/Registration form "drop-in box"
- Helium Tank (non-portable).
- Portable Helium Tank (for blowing up ballons on-site).
- Table Covers (Plastic)
- Table Skirts
- Poster Board (large and small)
- Drop cloths or mats for floor in case you have to cover up exposed wiring, etc.
- Display equipment - generic/various/electronic/etc.
- Table stands for posting announcements, drawing requirements, special advertisements
- Local materials for handout (newspapers, listings, adv. booklets, community guides, etc.)
- Hand cart (that is easily convertible from upright to flat-bed)
Organization Items - Promoting the General Organization (Should display organization Logo and contact)
- Promotional Information (specified) - Summary/Fact Sheets and Detail Brochures / Packs
- Pre-Printed peel-off adhesive contact labels (at a minimum have organization name, phone# and website address)
- Banners
- Displays
- Poster Board Exhibits with information/pictures/adv.
- Pictures of Agency Listings / Services on a Poster Board or Create a Hand Out Booklet.
- Pre-Printed Industry or Governmental Guides/Brochures (logo, contact info., etc. added)
- Logo'd and Custom Balloons
- Giveaway / Promotional Materials:
Plastic Carry Bags (to give away at event)
Various handout giveaway items (useful/unique, one to a visitor)
Special drawing giveaway items (one per show - TV, iPod, etc.) - promoted before and during event
Regular drawing giveaway items (several per event - beach/carry bags, coolers, t-shirts, etc.) - can be given at hourly drawing, etc.
Personal Items:
- Business Cards
- Name Tags (or place business card in plastic pocket insert or pin-on holder)
- Personal Promotion Items / Giveaways (if allowed by your organization)
- Resume / Profile sheet (when appropriate and allowed by your organization)
NOTES:
It's important that all handouts and giveaway items have at minimum: your local organization name, phone number and if room, website address. If not able to be imprinted, then affixed labels or attach business card.
The above list is comprised of items that are available but their use varies, depending on the particular event.
When collecting attendee contact information for later use as leads follow-ups, if more than one person will be sharing leads it's important that ALL decide and mutually agree BEFORE the event as to how you will be collecting and distributing leads to participants. Collection and distribution should be done as randomly and equitably as possible.
If you are not the only sales person from your organization at the event, be considerate of the others and DO NOT display your personal promotion items unless ALL others have their own materials and you've previously agreed on how to conduct yourselves during the event. (Experience has shown that failure to follow this advice will be to your disadvantage in the long run.)
See also related blog: Successful Exhibiting: General Checklist
This is not an exhaustive list and I would welcome your comments and suggestions as to what should be added that you've found from experience that you can't be without.
Visit my web site for our additional services and experienced support: LawrenceYerkes.com
and visit BestProperties-NJ.com to learn more about our commercial services and resources.
Copyright 2007 by Lawrence Yerkes. All Rights Reserved.
Water - be the booth giving away water. Print labels with your company info and pay the kids $5 to stick the labels on all the bottles. I just came from a networking event that had tons of booths. Not one was giving away water and I was dying of thirst. Wine, on the other hand, could be found at a couple of booths. Uugh!
I also bookmarked your post. It's a great post. Thanks for sharing.
Linda, Thanks for the comments and suggestion.
I added name tags to the personal items list which should have included it.
Crystal, thank you also.
Water is a great item to have, especially on all day events or during warm weather. We have local companies that will provide quality water in cases and custom label for you for very reasonable price.
Lawrance,
As always you make great blogs / very informative !
Ray Saenz