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Book fair meetings early and follow up within 48 hours
Getting ready for a trade fair means asking the buyers you want to meet for a meeting from six weeks before the first day, and sending every card a follow-up that mentions what you discussed within 48 hours of the close. It is for export teams exhibiting at an overseas fair or going there to meet buyers.
- 1. Choose the fair: In “Trade fair finder”, pick your product to see the main fair, its city, next dates and the day to start booking meetings (six weeks before the first day), with the official site link. A person decides after checking that it fits the markets you picked and the buyer types that reply.
- 2. Check booth support: Check whether a KOTRA Korea pavilion or a group booth run by an agency, association or local government can cover part of the booth. Applications often close months before the fair, so look at this year’s notices first with the “Find export support programs” playbook.
- 3. Build the list of buyers to meet: Importers and distributors come from the last edition’s exhibitor list and map searches in that country. “Local buyer search” opens the map searches for free; for contacts with verified emails, the estimated price is shown first, and only what you approve runs (the estimate above assumes 50 companies).
- 4. Request meetings from six weeks out: Meeting requests and follow-ups are written in the buyer’s language, along the lines of “Hall 5, booth B12: 20 minutes on Tuesday?”. A person reads and edits them, then sends them from their own mailbox.
- 5. Capture five fields at the booth: For each buyer, note the buyer type, market, need, a volume hint and the next step you agreed, and keep a photo of the card. A short debrief every evening makes the follow-ups faster.
- 6. Follow up within 48 hours: Card photos or the badge scanner file are read, companies enriched and emails verified (usually under one cent a card; 10 cards run first so you see the estimated price). Each lead gets an A, B or C tier from the reply record for its buyer type and country, and the drafts that mention your conversation go out after a person approves them.
- 7. Record results and decide on next year: A and B buyers who do not answer the follow-up move into “Send a three-email buyer sequence” from day 7. Meetings, samples, quotes and orders are logged next to what the fair cost, to decide whether to go back next year.
TradeGraph · Free tools · Playbooks · llms.txt