With the E-commerce Berlin Expo 2025 fast approaching, it’s time for everyone to gear up for an incredible opportunity to connect with potential clients and partners. This two-day event is packed with networking opportunities – but to truly stand out, it’s essential to prepare in advance. Think about assigning roles and creating marketing content, to name a few.
We’ve crafted a special checklist to guide our exhibitors through their preparations, starting from a few months before the expo and leading up to the day before the event.
Three months before the expo: preparations open
You should start your journey with the expo by:
- Joining an onboarding call with your dedicated Account Manager (AM). They will guide you step-by-step through event details, the benefits available to you, tools at your disposal, introduce you to the exhibitor platform, and inform you about your promotion options, etc.
- Ensuring your exhibitor profile is complete. It should consist of a catchy description of your services, logo, links to your website and social media.
- Filling out a survey where you can indicate your ideal clients. The expo team will work over the following months to invite representatives from these companies to the expo and will keep you updated on how many of your potential clients are already on the attendee list.
One month before the expo: building foundations
This is the time for more intense preparations. Here’s what you should do at this stage:
- Define objectives. What are you hoping to gain from this event? Start by setting clear goals for what you want to achieve at the expo. It might be generating a specific number of quality leads, meeting new people, or increasing brand awareness etc.
- Start early client outreach. Reach out to your high-value clients and potential partners. Let them know about your booth and emphasize any exclusive products, offers, or demos they can experience firsthand. Personal connections can set the tone for strong interactions at the event!
- Fine-tune booth. Make sure your booth layout encourages easy interaction and invites attendees in – rather than being a barrier. Consider adding interactive elements like a photo frame or Instagram props to make your booth a natural social media magnet.
- Prepare social and email announcements. Kick things off with a “Save the date” post or email. Tease your booth’s location, how to get there, and unique offerings, and mention any special activities you plan to run during the event.
Two weeks before the expo: increasing anticipation
With the E-commerce Berlin Expo 2025 quickly approaching, this is the moment to confirm that your outreach efforts are resonating with clients. At this point, you should take the following steps:
- Send clients and lead invitations. Reconnect with key clients and qualified leads, reminding them about your booth. Personalize your messages to highlight what they’ll gain by visiting. You can use SMS reminders or E-commerce Berlin Expo’s matchmaking tool where you can look for leads and send invites. Besides that please remember that every exhibitor has a VIP ticket pot to give away which can be given to key partners.
- Double check on your sales team strategy. Hold a meeting with your team to set conversation goals and assign roles. Prepare some friendly conversation starters that focus on visitors’ needs, as this will make interactions feel more natural and engaging. Also assemble a one-page cheat sheet with short answers to common attendee questions. The goal of this guide is to ensure all team members can respond confidently and turn leads into deals.
- Design marketing content. Increase your visibility in the lead-up to the expo by sharing sneak peeks of what attendees can expect. Use your newsletter, social media channels and social selling content. You should also prepare high-quality brochures or printed materials that capture attention and provide value, using the TILE method (transparent, informative, language of benefits, easy to understand) to convey your brand’s message quickly.
- Take into account the audience. If possible, you should make sure that the booth, along with the team members present at the event and brochures will be bilingual i.e. German and English as it’s an event catering to 70% German-speaking and 30% international audiences.
- Prepare booth-exclusive content or giveaways. If applicable, create materials like a limited-edition brochure or branded merchandise available only at your booth and promote them on social media, encouraging attendees to visit and engage. Reach out to complementary exhibitors to explore cross-promotional opportunities, such as sharing event space or co-hosting a mini-session.
One week before the expo: final outreach and visibility push
Use this week to double down on visibility and lock in every piece of your outreach strategy via:
- Rethinking targeted client follow-ups. Send out reminders to high-priority contacts, mentioning specific reasons they should stop by your booth, such as product demos or limited-time offers.
- Getting a booth layout walkthrough. Double-check your booth layout to ensure it’s welcoming and visually appealing.
- Planning pre-event social posts. Share a teaser video or image showcasing your team’s expo preparation to drive excitement. Mention your booth location and what visitors can expect! If you have notable speakers or influencers associated with your booth, start promoting them on social media and tag them to attract their audience to your booth. Consider using social media ads targeting attendees in the area if your budget allows.
- Coordinating booth setup with event organizers. Reach out to the organizers of E-commerce Berlin Expo 2025 to confirm your booth setup time, layout details, and any restrictions on booth elements! Knowing these details in advance helps you avoid last-minute rushes or adjustments. Ask about the expo-provided visitor scanning apps to optimize data collection during high-traffic times.
- Set up a rotating break schedule. To keep energy levels high, arrange staggered breaks so that your team members can stay refreshed and maintain consistent coverage at the booth.
One day before the expo: on-site setup and readiness check
You’re almost there! These final checks and preparations will set you up for confident interactions and a seamless E-commerce Berlin Expo 2025 kickoff:
- Run a quick team debrief: Before the expo starts, hold a final team meeting to go over key messages and review roles. Also, remind your team to bring business cards and consider using digital card exchanges for eco-friendly networking. Having team members ready with LinkedIn profiles to share can make connecting even easier.
- Introduce the idea of team posts. Encourage each team member to post a brief update or photo on their personal social media (tagging your company and the E-commerce Berlin Expo’s profile) to build pre-event buzz.
This concludes our current update, but rest assured—our upcoming article will provide valuable insights on building a standout presence at the expo. Follow us to stay informed and ensure you don’t miss out!
***
