Your 20-Step Guide to exhibiting at an international trade fair and exhibition
Click to download step by step documentIs the fair the right one for your product?
Choose an exhibition in the city and country that best fits your products and needs.Contact Your Malaysian Representative
For complete information on the exhibition of your choice.How much does it cost? How do I save cost? What government subsidy could I apply for?
Plan early for a successful participation
Completing the Application Forms
Application Forms come in soft or hard copies.
Contact your Malaysian Representative for full details.
Complete all required company details and state the contact person clearly. State your desired size of booth in square metres, describe your exhibits correctly (using the product numbers assigned by the organizers), stamp and sign the form where applicable.
Confirm if you are booking for space only or are using one of the shell scheme packages on offer.
Before submitting the Forms
Read the terms and conditions before signing on the dotted line.Submitting a signed Form legally binds you to all the conditions stated.
You may incur a cancellation fee if you decide not to go later.
Fax or E-Mail the Forms to the organizers
Send your Malaysian Representative a copy for follow-up.
Await a stand offer from the organizers
Once a space becomes available, the organizers would send you an offer with your stand location, size of booth in square metres, hall number and other relevant details.
First time exhibitors will not be offered an option to choose a preferred location.
Confirm or Reject a Stand Offer
Whether the location is satisfactory or not, you MUST call or speak to the organizers or your Malaysian. Representative to confirm or reject the offer. Without a written request from you, the organizers automatically assume that you have agreed to the location offered.
Stand Construction
You could make use of one of the types of shell schemes on offer from the organizers.
Each comes with differing costs and varying levels of equipment and stand fittings or
You could appoint an independent stand builder for a custom-built stand.
Contact us for a list of independent contractors.
Cost can vary substantially.
The German Value Added Tax will be added where applicable.
Plan your Travel Early
Make early travel arrangements
Book suitable accommodation
Plan to arrive early - at least 2 days before the event.
Make sure that you have enough time to set up the booth and display the exhibits tastefully.
Large machinery may need a longer lead time to set up
Call your Malaysian Representative for the best travel packages.
Call your Malaysian Representative for the best travel packages
Send the right Personnel
Your representative
a. must have complete knowledge of your products/exhibits
b. must have full knowledge of their technical details
c. must be able to negotiate prices on-the-spot
Exhibits
Choose your exhibits carefully!
Exhibits must best describe your company's capability
Make tasteful presentation of your exhibits
Never a Pasar-Malam / Night Market type of display
If you are producing under-license for an international brand, make sure the licensing agreement with the Brand owner allows you to exhibit that product at the location of the exhibition. If possible, get a written agreement from the Brand Owners authorizing you to use their products at the exhibition
Copy Right Laws must be observed at all times
Shipping your exhibits!
Ship your exhibits early to make sure they will arrive on time
Use only reputable forwarding agents
If you hand carry your exhibits, make sure you have a pro-forma invoice.
If you courier the exhibits, be sure to have proper documentation so that you may contact their agent in the destination should your exhibits not arrive at your booth on the designated date
If you do not wish to bring your exhibits home, find out the disposal possibilities provided by the organizers and how much it costs
If you wish to leave your exhibits with the MATRADE office, make sure the Malaysian Trade Commission has agreed to this arrangement
Giving exhibits to potential customers may attract Value Added Tax or other taxes in that country
Ordering Technical Services
Be sure to place your orders for technical services such as electricity and water supply; internet connection and other services before you arrive at your destination
Make use of the order forms in your Exhibitor Kits or order On-Line
Consider the costs of these services carefully before ordering
Invoices
You will receive 2 Types of Invoices
1. Invoice for Rental of Raw Space Only or for Standard Shell Scheme
2. Invoice for services such as electricity connection, consumption, waste disposal and other services
Pay all Invoices within two weeks of receipt
Make Pre Show Marketing & Appointments before the fair begins
Make sure you send out invitations to your existing clients. Invitations should also be sent to potential clients to inform them of your booth and Hall number at the exhibition
Speak to MATRADE in Kuala Lumpur and find out how the overseas office may help you in making pre-show marketing
Arrange appointments with fellow exhibitors
Our survey shows that at least 50% of trade are done between exhibitors
Visit the other exhibitors of similar products to study the trends, OEM possibilities and other cooperation possibilities
DOs and DON'Ts
Do not peddle your goods like a local night market vendor
A tasteful and attractive display of your exhibits will attract visitors
Wear business attire at all times
Punctuality is very important
Be at the stand at all times during the opening hours
Never eat at your stand
Security
1. Set-Up and Tear-Down time
These are the periods when thefts mostly occur
Stand security is a MUST
Do not ever leave exhibits and personal belongings unattended
2. During the Exhibition
Make sure your lap-tops are securely fasten
Follow up on your leads
Make sure you follow-up with the leads you have collected during the exhibition
Incentive schemes provided by the Malaysian Government
To reduce the cost of your participation considerably, check out the various incentives provided by the Malaysia government
1. Market Development Grant (MDG) by MATRADE
2. Tax Rebate under the Double Deduction for Export Promotion Scheme by
The Malaysian Inland Revenue Board
Please visit www.matrade.gov.my
Finalizing your submission for Government Subsidy
Should you have applied for a Market Development Grant, be sure to provide all the relevant documents that are needed by MATRADE for reimbursement
Check with MATRADE for details
Contact us at :
Tel: +603 7803 2276
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