Best in Class Tradeshow Exhibits and Consulting: Call 800-654-6946 for Prompt Service

Exhibit Design Search / Trade Show and Event Tips / Become an Exhibit Marketing Expert /

Press Kits, Press Releases, and Trade Shows: Maximizing Your Exposure

Trade Show Press Releases and Press Kits

  • Clarity of Purpose and Economy of Words should be your two rules of thumb
  • ALWAYS use the correct press release format
  • For a more economical alternative, choose to send an e-press release
  • Make sure you are targeting the right audience for your press release

When composing press and promotional materials for your trade show, you need to remember two rules of thumb: Clarity of Purpose and Economy of Words. So, what elements should your trade show press kit include?

Begin with the Beginning

Begin with a cover letter that succinctly describes who you are and why you are contacting them. The cover letter is a standard business letter and should be no longer than one page.

No press kit is complete without the all-important press release. The press release should tie in to some newsworthy event. Your company’s presence at a trade show in and of itself does not necessarily comprise news. You, acting as publicist, need to supply the connection between your company and some larger trend or event. You need to think like a reporter. Why would the reporter or editor want to report your news to their audience?

The press release should always begin with the phrase: “For Immediate Release,” followed by the date. Your contact information should be in the upper right-hand corner of the document. The format is important. The wrong format detracts from the message. If you are uncertain about the format, search the web for examples.

Other Materials

Next, create a catchy headline. Include a dateline, such as Portland, Oregon -- April 10, 2014. Your press release should address the “who, what, when, where, and why” of your story. Keep it brief, with a “just the facts” tone and limit yourself to three or four short paragraphs, totaling no more than one to one and one half pages.

Include “collateral” items. Collateral items are any sort of promos such as postcards and bookmarks, flyers and transparencies, photos or compact discs that contain information about your company and its products. You might want to include a sheet with testimonials from satisfied customers. Your goal is to provide newsworthy information that is easily digestible for a reporter or news agency.

e-Press Releases

For a more economical alternative, you can choose to send e-press releases, following the same format as the physical press release. There are many online press release services, such as PRWeb. Note, some editors prefer e-mail and some a physical press release. It is best to call ahead or check their press release guidelines.

Targeting the Right Audience

Depending on your message, you are targeting national media, industry media, or local media. For instance, if you are targeting local media, you would be wise to research the local media market and send your press kits to local newspapers, radio, and T.V. stations. Check the websites of each news outlet you plan to contact for an employee roster. Look for the name of the business editor or reporter. If you are not sure who the appropriate contact person is, it is better to call and find out than send your materials to the wrong person.

Finally, always follow-up with a quick call or e-mail asking the intended recipient if they received your materials, and if they have any questions you can help them with. Most press kits get lost in the jumble of information overload. If you want your news to be newsworthy, you need to take the time and effort to get your press kit to the right person and present it as information their readers, listeners, or viewers will find interesting or indispensable.

Contact Us

For more information about trade show or event marketing, give us a call or Contact Us. We welcome the opportunity to assist you with your next event.

Article Author:

Mel White, CEI

Add designs and photos to your personal gallery simply by clicking on the +My Gallery links

Then email your "My Gallery" to colleagues, friends, or your favorite exhibit designer. There's no better way to begin designing a display that reflects your exhibit marketing goals.

Note: My Gallery uses a temporary browser cookie to store your gallery. We recommend that you send your gallery to your email address if you need to retain it for longer than 30 days.

  • Suggested lead times may vary depending on current orders. Please check with Customer Service.
  • Production lead times are based on business days and DO NOT include any shipping days.
  • Production-ready artwork (when applicable) must accompany the order confirmation. Delays in uploading artwork may lead to expedited charges or shipping changes.
  • No order will be released to Production without a signed order confirmation.
  • Shipping is based on the availability of materials and graphics. Additional charges may apply if materials or graphics must be expedited.
  • Standard lead times do not apply to orders of multiple quantities.
Exhibit Weight varies depending on the packaging and the shipping method. Variables include but are not limited to:
  • Dimensional Weight vs. Actual Weight: Dimensional weight is defined as crate or case size. On most air shipments, the dimensional weight exceeds the actual weight
  • Portable Cases vs. Wood Crates or Molded Tubs (where applicable): Exhibit designs that require one wood crate would require multiple portable cases. Selecting one vs. the other affects the total weight (dimensional or actual).
  • Freight Carrier: LTL carriers (Less than Truckload) quote freight based on space used. UPS, FedEx, and air freight carriers quote freight based on either the dimensional or the actual weight of the shipment.
  • Freight Service Level (number of days): Service levels range from Same Day Delivery to Two Week Delivery.
For more information about exhibit weights and freight options, please contact your local exhibit representative.
Electrical, Cord, and Wire Management varies depending on the display and each exhibitor's requirements. When ordering your trade show display, consider the following electrical/wire management issues and discuss your options with an exhibit professional:
  • Inline vs. Island Displays
  • Lead Retrieval Devices
  • Computer and Monitor Cables
  • Demo Equipment
  • Overhead Lighting
  • Grommets and Grommet Placement in Counters
  • Overhead vs. Floor Power Supply
  • Flooring and Electrical Wiring
  • Options for Hiding Cords and Cables
  • Flat vs. Round Electrical Cords
  • Multi-Plug Outlets and Extension Cords
By reviewing your wiring options BEFORE you order your display, you'll save TIME and MONEY and ensure your exhibit exceeds your expectations and your installation is trouble-free.