INQUIRY・FAQ

asean(@)bigbeat.co.jp
JP：(+81) 3-3222-8877
VN：(+84) 354 952 142

The Process of Exhibiting at an ASEAN Trade Show

01.

Inquiry / Consultation

To prepare a proposal, we will discuss your exhibition requirements, budget, schedule, venue details, and other relevant information.

We can also recommend exhibitions that best align with your business objectives and market expansion goals.

02.

Proposal

Booth Design Aligned with Your Exhibition Objectives

We propose a booth design tailored to the purpose of your exhibition, ensuring that the booth effectively supports your goals and reflects your brand image.

03.

Order

Finalizing Exhibition Details

Following the proposal, we will discuss the specific services, products, and exhibition details in depth.

If any revisions are needed to the proposal or booth design, please let us know your feedback. We will incorporate the necessary changes and finalize the details for your approval.

04.

Project Management

We coordinate and arrange everything needed for the exhibition, not only the booth itself but also locally distributed leaflets, promotional videos, interpreters, flights, hotels, and other necessary arrangements leading up to the event.

05.

On-site Exhibition Management

The booth is set up on the day before the exhibition opens, with our team overseeing the necessary preparations for the event.

Throughout the exhibition, we support on-site operations to ensure everything runs smoothly.

After the exhibition concludes, we also coordinate the dismantling and removal of the booth.

FAQ

What should you prepare first when exhibiting at an overseas trade show for the first time?

When exhibiting at an overseas trade show for the first time, it is important to first define your exhibition objectives and target market.

From there, we recommend proceeding with preparations through the following steps:

  1. Select the right trade show
  2. Apply and complete the exhibition agreement
  3. Plan the booth design and exhibition content
  4. Arrange the transportation and customs clearance of exhibits
  5. Prepare for on-site operations

In general, it is recommended to start preparing 3–6 months before the exhibition to ensure sufficient time for planning and coordination.

How much does it cost to exhibit at an overseas trade show?

The cost of exhibiting at an overseas trade show varies depending on the size of the event and the booth size.

Generally, the following costs may be involved:

  • Exhibition registration fee

  • Booth design and decoration

  • Shipping and customs clearance for exhibits

  • Promotional expenses (brochures, advertising, etc.)

  • Travel and accommodation expenses

Costs can vary significantly depending on your exhibition objectives and scale, so careful planning in advance is essential.

What are the most common mistakes when exhibiting at an overseas trade show?

Common mistakes when exhibiting at an overseas trade show include:

  • Having unclear exhibition objectives

  • Having a booth that fails to attract attention

  • Not having enough materials in English or the local language

  • Delaying follow-up after the exhibition

Developing an exhibition strategy in advance can significantly improve the results of your trade show participation.

How should you approach booth design for an overseas trade show?

At an overseas trade show, booth design plays an important role in attracting visitors’ attention.

Key elements of an effective booth include:

  • Clear and highly visible branding from a distance

  • Displays that communicate your products or services at a glance

  • An inviting layout that encourages visitors to enter

  • Effective use of videos and product demonstrations

The key is to design the booth according to your exhibition objectives.

How should you evaluate the results of an overseas trade show?

Trade show results can be evaluated using the following key metrics:

  • Number of leads generated

  • Number of business meetings and contracts secured

  • Connections made with visitors

  • Increase in brand awareness

Analyzing these metrics can help identify areas for improvement and enhance the effectiveness of future exhibitions.

What are the benefits of exhibiting at an overseas trade show?

Exhibiting at an overseas trade show offers several benefits, including:

  • Entering new overseas markets

  • Finding local partners and distributors

  • Gathering industry trends and competitor information

  • Increasing brand awareness

For B2B businesses in particular, trade shows provide an important opportunity to connect directly with potential new customers.

How far in advance should you start preparing for an overseas trade show?

It is generally recommended to start preparing for an overseas trade show at least 3–6 months in advance.

A typical preparation timeline is as follows:

  • 3–6 months before: Select the trade show and submit the exhibition application

  • 2–3 months before: Plan the booth design and prepare exhibition materials

  • 1 month before: Arrange shipping and prepare promotional materials

  • 1–2 weeks before: Ship exhibits and conduct final checks

Starting early helps minimize the risk of logistics and customs clearance issues.

How should you ship exhibition materials to an overseas trade show?

For overseas trade shows, you will need to arrange both the transportation of your exhibits and customs clearance.

The general process is as follows:

  1. Choose a logistics provider experienced in trade show shipments
  2. Arrange exhibit packaging and the shipping schedule
  3. Prepare the necessary customs documents
  4. Confirm the delivery and move-in schedule with the venue

As international shipping can take time, it is important to plan ahead and allow sufficient time for transportation and customs clearance.

How can you effectively generate leads at an overseas trade show?

To generate leads effectively at an overseas trade show, the following points are important:

  • An eye-catching booth design

  • Displays that clearly communicate your products or services

  • Materials in English or the local language

  • Lead collection using QR codes or digital forms

In addition, prompt follow-up after the trade show is essential for turning leads into business opportunities.

How should you handle dismantling and cleanup after an overseas trade show?

After the trade show, the dismantling process generally includes the following steps:

  • Removing exhibits

  • Dismantling booth decorations and equipment

  • Arranging the return shipment of exhibits

  • Handling customs clearance and transportation

It is important to confirm the dismantling schedule and follow the venue’s rules and procedures.