Trade show visit checklist: decide who you need to meet, register early with your passport and business cards, and book your follow up before you leave the hall. A fair is a short, loud, tiring place. A plan turns it from a day of walking into a day of buying decisions. This guide follows a buyer through three stages: before, during and after.
Asia has some very large fairs. The Canton Fair in Guangzhou has been held in spring and autumn every year since spring 1957. Hong Kong hosts many fairs run by the HKTDC, the city's trade development council. The steps below fit any of them, big or small.
Before you go: set targets and register
Start with what you need to buy. Write down the product type, the volume you want, your target price range and the date you need delivery. One page is enough. Without it, every stand looks interesting and nothing gets decided.
Next, build a short list of suppliers. Most organisers publish a list of exhibitors and a floor plan before the fair. Pick 10 to 20 stands you must visit and mark them on the map. Add 5 more that are nearby, in case a meeting runs short or a stand is busy.
Then register. Rules are set by each organiser, so read the fair's own page. For the autumn Canton Fair in 2025, the organiser listed these points for overseas buyers: get a pre-registration receipt first, bring your original passport and a business card, and collect the badge at a registration office. It said badges were free and that it had never authorised third parties to sell badge services. HKTDC fairs let trade visitors aged 18 or over register online and use an e-Badge on their phone. Walk-in registration at the door can cost money and takes longer.
Finally, handle the trip itself. Book your hotel early, because rooms near big fairs fill fast. Check whether you need an entry visa and how long it takes. Some fairs offer an invitation letter to help with that.
Pack the right tools
Bring more business cards than you think you need. Bring a notebook or a phone app where you can type fast. Wear comfortable shoes. Bring a power bank and a small tape measure.
Prepare a one-page brief you can show on your phone. It should hold your product specs, target quantity and delivery date. Showing it saves time, and it signals that you are a serious buyer. Keep a copy of your company details ready, such as registered name, address and tax number, in case a supplier asks for them.
During the fair: ask the same questions at every stand
Use one question list for every supplier. It lets you compare answers later. Good questions are simple and direct.
- What is the minimum order quantity, and does the price change at higher volumes?
- What is the lead time from order to shipping?
- Do you make the product yourself, or do you buy it from another factory?
- What payment terms do you accept, and what deposit do you ask for?
- Which certificates or test reports apply to this product, and can I see copies?
- Can I visit your factory? When?
Write the answers down at once, on the back of the supplier's card or in your notes. After 30 stands, memory fails. Mark each card with a score from 1 to 5 and the date you met.
Ask for samples and check them
Ask each shortlisted supplier for a sample. Say who pays for the sample and for shipping. Many suppliers charge for samples or ask you to cover freight. Get the answer in writing.
Take photos of the product, the label and the stand number. A photo of a sample on the stand is not proof that your order will match it. When you order, ask for the spec sheet and make it part of the purchase agreement. If a stand will not give a price or a minimum order, treat that as a sign to move on.
After the fair: follow up within a week
Send a short email to every supplier on your shortlist within a few days. Thank them, repeat the key numbers you discussed, and ask for a written quote. Suppliers meet hundreds of buyers at a fair. A fast, clear message helps them remember you.
Then compare. Put quotes side by side: unit price, minimum order, lead time, payment terms and sample cost. Cut the list to two or three. Ask for references, and check that the company is real by looking up its business registration where the country offers a public search.
Start with a small trial order before a large one. If you can, visit the factory or hire an inspector before the first big shipment. Keep every quote, message and agreement in one folder.
A short checklist to print
- Written targets: product, volume, price range, delivery date.
- List of 10 to 20 priority stands, marked on the floor plan.
- Registered online, passport and cards in your bag.
- Hotel and visa sorted.
- One question list, used at every stand.
- Scores and notes written on the spot.
- Sample terms agreed in writing.
- Follow up emails sent within a week.
- Quotes compared side by side before any large order.