Participating in overseas exhibitions not only allows us to meet potential customers, but also enables us to learn about cutting-edge information, timely grasp industry development trends, establish the company’s international image, increase learning opportunities, discover new business opportunities, and play a crucial role in expanding the incremental market for enterprises. Compared to domestic exhibitions, overseas exhibitions are relatively expensive in terms of cost and risk. After each overseas exhibition, companies are required to write an exhibition summary report to summarize their experience and provide reference for the next exhibition, making the exhibition better and better. Based on this, as a global exhibition design and construction operator, I have compiled a template for overseas exhibition summary report for your reference. If it is involved in infringement, please delete it. Your hard work in learning is for a better future! Assist in expanding overseas markets!
The xxx exhibition, which lasted for xx days from xx month to xx day in 20xx, was grandly held at the Dusseldorf Exhibition Center in Germany. There are over 1000 exhibitors from around the world. As a company exhibitor, on behalf of the attendees, I would like to report to the company leadership on the exhibition situation as follows:
（1） Booth Introduction:
Firstly, our booth is located at 081, Hall 6, Dusseldorf Exhibition Center, Germany;
Secondly, the content of the exhibited items in this exhibition is very consistent with the theme style of the booth design and construction, with clear priorities, which can maximize the presentation of the exhibit theme. For example, our company mainly displays the introduction of xxx project. There are 6 project introductions and distribution maps of project formats indoors, and 5 project plots and distribution maps of formats outdoors, separated on all sides. In the middle is the project building map, which stands tall and attracts the attention of the audience; The simulated road and model tunnel of street lights and tunnel lights are located on the main road, with a very innovative and clever design.
Thirdly, the highest building constructed by our booth is 6 meters high and adopts a suspended point structure design, which is the tallest booth image in the entire exhibition hall. Some areas are divided into upper and lower floors, but it is not a luxurious construction. This not only showcases our company’s strength through a magnificent atmosphere, but also avoids creating a psychological distance with the audience, which is appropriate.
（2） Personnel arrangement:
The total number of participants in this exhibition is xx, including x coordinators, x organizers and exhibitors, and a total of xx department leaders and participants. To save company expenses, during the exhibition period, the standard room for all personnel is two people per bed, breakfast is self provided, lunch boxes are delivered to the exhibition hall, and dinner does not exceed xx yuan per person per time. Everyone carried forward the spirit of hard work and struggle. On the night before and on the first day of the event, under the arrangement and organization of General Manager XX of the Display Department, all of us gathered and held a summary meeting. We discussed the layout of the reception personnel, the content of the explanation, and negotiation skills; Everyone vigorously promoted the spirit of teamwork, learned and improved from the problems raised by the leaders, and achieved understanding, support, and assistance in coordinating the work of personnel.
（3） Coordination work:
XX people will go to the XX International Exhibition in two batches. The first batch of exhibition personnel will be led by XX from the overseas business unit, and will be responsible for the transportation of all personnel’s tickets, food, hotel accommodation, as well as communication and on-site problem handling with the exhibition organizer, German booth builders, and exhibit transporters. During the xx day trip, there were no violations of discipline, damage to the company’s reputation, or laziness in refusing to be transferred within the company. Some issues with the German booth builders and exhibit transporters were also properly resolved. The second batch of exhibitors was led by XX from the Display Business Unit, responsible for the round-trip transportation and food issues of xx exhibitors. Although she was a girl, she provided excellent assistance to the overall coordinator Zhou Neng, as all personnel had to follow the unified command only when they reached a unified pace. On behalf of all the exhibitors, I would like to say: Thank you for your hard work!
（4） Exhibition setup work:
In less than two and a half days, xx people from the display department and xx people from the lighting department completed the installation of 49 boxes for P6 screens, 48 boxes for P16 screens, a total weight of over 4 tons of display screens, and hundreds of lighting fixtures. Due to the heavy weight of the boxes and the shortage of personnel, the installation work was truly difficult. All installation personnel should accept the gratitude and respect of all employees in Liaoyuan. There were also two minor incidents during the installation. Firstly, when the exhibition personnel arrived at the Dusseldorf exhibition hall in Germany by xx car on the morning of February X, the exhibit transporter and movers reached an agreement without authorization, forcing our company to use movers and pay xx yuan in handling fees to transport the exhibits from downstairs to the booth on the second floor. Our construction personnel fought hard and obtained a transportation vehicle entry permit, forcing them to board the transporter’s car and have the driver enter the hall to transport them to the booth. The most outstanding performer in this incident was lighting engineer XX. Finally, all the exhibits weighing more than xx tons were unloaded by our xx construction personnel, which not only maintained our integrity, but also saved the company expenses and contributed to the smooth operation of this event. I won a good jackpot at the exhibition.
Secondly, due to the negligence of our pre exhibition coordinators and the German booth builders, we did not communicate about the issue of street lamp posts. After negotiations between the later coordinators and the booth builders, on the day before the start of the exhibition, the booth builders worked overnight to produce xx welded spray painted lamp posts with bends. Our company only paid a small cost for this issue, and the project proceeded smoothly.
（5） During the implementation period:
The exhibition lasted for xx days, and the audience was concentrated in the first three days, especially on the first and second days. There were 2 reception desks, 3 front desk staff, 4 display department managers, 2 lighting managers, and 4 overseas sales representatives, and the reception work was a bit overwhelming. According to rough statistics, the Overseas Department has received about 300 foreigners, the Display Department has received about 800 people at the front desk, and the Network Department has received about 400 people at the comprehensive reception desk (including only those who have exchanged business cards or registered).
（6） Exhibition issues:
Firstly, due to the handover of pre exhibition work, there may be minor deficiencies in the content, which will also affect the progress of the work. For example, the corresponding lamp posts equipped with the street lights exhibited by the lighting department were not prepared in advance by the booth builders, and our company provided them to the product department based on past exhibition experience. The pre exhibition coordinator did not give any prompts, which proves that the communication with the booth builders was not detailed enough.
Secondly, there is an issue with the exhibition setup. Both display screens have slight seams after installation, which slightly affects the visual effect. On the one hand, the floor of the exhibition hall is not very flat. On the other hand, our company has fewer installation personnel, and our installation technology is growing. The tight schedule and incomplete installation equipment are also some of the reasons. The lighting spray painting, due to the lack of detailed review by the relevant person in charge, still uses the pictures from last year’s exhibition. It was found on site that some of the pictures are not very suitable.
Thirdly, the issue of professional competence of reception personnel. Due to the fact that some of the employees participating in this exhibition are new and not yet familiar with the product knowledge, especially the overseas department employees, most of whom are soon to graduate college students, they need to further learn and improve their English speaking skills and product introductions.
Fourth, team collaboration issues. Overall, this 24 person team has clear division of labor and unified pace, but there have also been some unpleasant incidents between departments due to small matters. For example, when there are many clients, some office supplies become common and cannot be completely used separately by departments. Some departments are concerned about this and will not be overly concerned about the overall situation in the future.
Fifth, personal qualities of exhibitors. It is a basic common sense to bring valid documents such as ID when going out, regardless of gender. The train tickets, office supplies, and other items that have been sent to you should be carefully maintained and kept. We should adhere to the principle of “people are there, things are there” and try to start with small things to safeguard the interests of the company. In addition, returning to the hotel on time and ensuring sufficient energy to receive customers the next day is also one of the disciplines that exhibitors must abide by.
（7） Suggestions for future exhibitions:
Firstly, exhibition work and administrative logistics work are carried out separately. Exhibition related work is generally managed by a dedicated person from the sales department, while ticketing, exhibition items, exhibit transportation, brochures, business card printing, etc. are managed by a dedicated person from the administrative department. This way of departmental collaboration can improve overall work efficiency, better organize and coordinate work, and will not affect the normal work of the only designated management department due to participating in an exhibition.
Secondly, exhibitor review. After confirming the participation, the highest leadership department of the company discussed and formulated indicators for the number of exhibitors in each department. The department heads selected exhibitors according to the indicators, which can avoid disputes caused by different departments and personnel numbers, and form hidden competition within each department. Choosing the best selection allows exhibitors to better understand the company’s good intentions, pay more attention to the responsibility of participating in the exhibition, and thus improve the quality of the company’s participation.
Thirdly, after the list of exhibitors is determined, a collective training should be organized to explain the booth construction effect diagram, analyze the on-site layout of the reception personnel, and focus on training product professional knowledge, reception etiquette, language, and other topics that are of interest to on-site guests. Only by making the most comprehensive and thorough preparations can we not lose the meaning of exhibiting.
Fourthly, regarding the issue of travel expenses for exhibitors, in addition to round trip tickets and hotel accommodations that can be arranged uniformly by the company, all other expenses such as subway, bus, breakfast, lunch, and dinner can be taken care of by oneself, and assistance can be provided in the form of monthly salary according to the standard of N yuan per person per day after the exhibition ends. This not only simplifies the logistics work of coordinators, saves the time of finding receipts for reimbursement, but also avoids the embarrassment of mandatory unified arrangements due to personal situations, habits, tastes, and meal sizes.
Fifthly, the dismantling work is relatively easier than the exhibition setup. Before 7 pm on X month X day, almost all the dismantling work was completed, but it was not until 11:30 pm that the logistics company waited, wasting 6 hours in vain. Our company’s round-trip cost for exhibits is about 50000 yuan. If we consider the convenience of long-term long-distance transportation and cost savings, can we purchase our own freight vehicles to transport and transport them into and out of the exhibition hall?
