How to Plan for a Baby Products Exhibition

A baby products exhibition is an excellent opportunity to showcase and promote our company’s products.

When it comes to baby and children’s products exhibition, there are dozens each year.

Some of the most renowned international exhibitions include:

• Kind + Jugend in Cologne, Germany
• CBME China in Shanghai, China
• Shanghai Children Baby Maternity Industry Expo in Shanghai, China
• Baby Kids Expo in Tokyo, Japan
• ABC Kids Expo in Las Vegas, USA
• Hong Kong Baby Products Fair in Hong Kong, China
• CBITF (China Baby & Maternity Products Fair) in Guangzhou, China
• Harrogate International Nursery Fair in Harrogate, UK
• The Baby Show in Birmingham, UK
• Jakarta Kids Fair in Indonesia
• Baby Expo in Malaysia
• CBME Turkey in Turkey
• ABCKIDS Expo Australia in Australia

As a professional baby products supplier, CHOCCHICK participates annually in the world’s largest baby products exhibition, Kind + Jugend in Germany.

Preparing for an exhibition is a time-consuming process.

For example, if we plan to attend the Cologne exhibition in Germany this September, we start our preparations as early as December of the previous year.

Here are some basic steps to follow:

Once CHOCCHICK identifies that the Cologne exhibition is the world’s largest baby products exhibition, we specifically look for a Chinese agent for this event.

Since our company is based in Hangzhou, we prioritize agents located in Zhejiang or Shanghai.

Through these agents, we can obtain the latest information about the exhibition.

We evaluate potential agents based on factors such as their previous client cases, booth design capabilities, and level of cooperation, and then select the most suitable partner.

The agent will assist us in contacting the exhibition organizers, reserving a booth, and keeping us updated on any exhibition information and payment deadlines.

Selecting a booth is a critical step, and we aim to collaborate with agents who can better secure prime locations.

When reserving a booth through an agent, it’s essential to communicate our booth layout plan in advance and specify our preferred locations.

Booths for the Cologne exhibition typically become available around April. The agent will reserve a booth based on our feedback and provide suggestions.

We need to consider factors such as the size and orientation of the booth, as well as the relevance of adjacent brands.

Notably, this year’s booth is nearly twice the size of last year’s, so we hope to have at least two to three open entrances.

Once both parties agree, we will begin the booth design process.

When securing the booth, the next step is to develop the decoration plan.

First, we clarify our requirements, and both domestic and international decoration companies will reach out to us.

To enhance communication efficiency, we prefer to work with domestic teams.

We compare various suppliers and specify our product displays, booth style, and color scheme.

Then, we wait for the decoration companies to provide design drafts.

After reviewing, modifying, and finalizing the design, we request quotes from the decorators.

Ultimately, we choose the most suitable decorator to collaborate with.

Preparing the products for the exhibition requires a significant amount of time, especially when participating in international exhibitions where the costs are higher, making careful selection essential.

We follow two key principles:

Choose Core Products: These are the products that have had significant resources invested in their development.

The exhibition samples must be perfect in every aspect, including color scheme, size, transportation, logo placement, packaging stability, and the use of small props (such as baby dolls or cozy light strings) to create scenes that attract customers.

Choose Best-Selling Products from Previous Years: These products have been proven in the market and are more likely to catch customers’ attention.

Additionally, we can discuss with clients who have exclusive agreements with us about showcasing these products, helping them attract more customers while also demonstrating our company’s strength.

Given the long lead times for shipping, we start preparing the products for a September exhibition as early as April, aiming to complete preparations and ship the items to the freight company by the end of June.

When transporting products, it’s crucial to consider timeliness, cost, and the safety of the goods.

For larger items, it’s recommended to use pallet shipping to minimize the risk of damage and loss.

Shipping to Germany by sea takes approximately 50 days, so for an exhibition in early September, the products need to be shipped to the freight company by the end of June.

When selecting a freight forwarder, priority should be given to companies with whom we’ve had frequent and professional dealings in the past.

Given the importance of the products, we can further verify the reliability of the freight forwarder through phone calls, video conferences, or visits.

In the selection process, safety should take precedence over cost.

Materials can be divided into printed and electronic formats.

Printed brochures are ideal for distribution at the exhibition to potential clients with high interest, helping to reinforce their impression of the company and facilitating future contact.

Electronic brochures are suitable for real-time presentation to clients or as a supplement when products cannot be physically present.

They also meet the needs of professional buyers who require a catalog.

Brochures typically feature the main products prominently at the beginning to ensure they are seen immediately.

Additionally, you should design electronic invitations, business cards, exhibition badges, and other marketing materials to ensure that clients can easily find and contact us.

When choosing small gifts, we need to consider the following aspects: first, the gifts should be related to the company’s brand and products; second, they should preferably have a Chinese touch; third, they should be easy to carry; fourth, they should be practical; and finally, the cost should be within the budget and offer good value.

Examples include tote bags, measuring tapes, phone stands, notepads, mouse pads, and keychains, ideally printed with the company logo and contact information.

Such small gifts not only make it convenient for clients to navigate the exhibition but also continue to promote the brand even after the event.

Prepare in advance by creating price lists, patent brochures, and product pitches, and conduct practice sessions for live presentations and reception procedures.

Invite clients ahead of time and arrange their schedules, especially for VIP clients, who may be visited individually or invited for meals.

• For existing clients, send out exhibition invitations in advance and showcase new products to encourage orders.

• For clients who have received samples but have not yet placed orders, use the exhibition as an opportunity to discuss further and provide targeted solutions.

• For professional buyers, prepare information on the products and sales cases they are interested in, and present them face-to-face to reinforce their impressions.

Based on the number of participants and the schedule, we need to book flights and hotels in advance, and arrange visas, exhibition badges, and insurance.

Given that visa processing times can be lengthy in China, it is essential to make appointments well in advance and prepare all necessary documentation to ensure smooth travel.

Finally, we sincerely invite you to join us at the annual large-scale baby and children’s exhibition.

This year’s event will be held from September 3rd to 5th in Cologne, Germany.

Here are our exhibition details:

Date: 3^rd to 5^th, September

Booth Number: 10.1 E80

Location: Koelnmesse, Cologne, Germany

If you plan to attend, CHOCCHICK will prepare tickets for you. We look forward to meeting you there!