| Step 1 |
| Is the fair the right one for your product? |
| Choose an exhibition that best fits your needs |
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| Step 2 |
| Contact Your Malaysian Representative |
| Get a complete picture of the exhibition from your local Representative |
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| Step 3 |
| How much does it cost? |
| How do I save cost? |
| What government subsidy could I apply for? |
| (See Step 19) |
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Plan early for a successful participation
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| Step 4 |
| Completing the Application Forms |
Application Forms come in soft or hard copies. You may download the soft copy of the forms from the website or contact your Malaysian Representative for the Hard Copy
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 where applicable. Also confirm if you are booking for space only or are using one of the shell scheme packages
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| Step 5 |
| 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 our follow-up
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| Step 6 |
| Await a stand offer from the organizers |
Once a space becomes available, the organizers would send you an offer with your stand location and size in square metres within a Hall.
As most fairs are generally fully booked out, first time exhibitors will not be offered an option to choose your preferred location
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| Step 7 |
| Confirm or Reject a stand offer |
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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 agree with the location offered
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| Step 8 |
| Stand Construction |
You could make use of one of the 3 types of shell schemes on offer from the organizers
Each comes with differing costs and varying levels of equipment and stand fittings
If you wish to appoint an independent Stand Builder to construct a custom-built stand, contact us for a list of such independent contractors in Malaysia and Germany
Cost can vary substantially
When using a European contractor a Value Added Tax will apply in addition
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| Step 9 |
| Plan your Travel Early |
As flights during trade fair periods are normally very full, early travel arrangements will ensure that your staff will have suitable accommodation and flights
Plan to arrive early - at least 2 days before the event
This is to 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
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| Step 10 |
| Send the right Personnel |
The person manning the booth
a. must have complete knowledge of the product that is being promoted
b. must have full grasp of the technical details of the products
c. must be able to make price adjustment on-the-spot
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| Step 11 |
| Exhibits |
Choose your exhibits carefully!
Exhibits must best describe your company's capability
Do not have a Pasar-Malam type of exhibits
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 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
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| Step 12 |
| Shipping your exhibits! |
Ship your exhibits early to make sure they will arrive on time
Use reputable forwarding agents or those appointed by the organizers
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 at hand 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 in Germany, ask for a prior agreement from the Malaysian Trade Commissioner in Germany
Delivery of exhibits to potential customers may attract Value Added Tax
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| Step 13 |
| 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
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| Step 14 |
| Invoices |
You will receive 2 Types of Invoices
1. Invoice for Rental of Raw Space Only or 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
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| Step 15 |
| 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 already in your database 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, existing and potential customers
Visit the other exhibitors of similar products to study the trends, OEM possibilities and other cooperation possibilities
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| Step 16 |
| DOs and DON'Ts |
Do not peddle your goods like your 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 and be at the stand at all times during the opening hours
Never eat at your stand
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| Step 17 |
| Security |
1. Set-Up and Tear-Down time
This is the time when thefts most 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
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| Step 18 |
| Follow up on your leads |
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Make sure you follow-up with the leads you have collected during the exhibition
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| Step 19 |
| 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
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| Step 20 |
| 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
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HAVE A SUCCESSFUL & ENJOYABLE EXHIBITION
EVERY EXHIBITION IS A UNIQUE EXPERIENCE
CONTACT US AT +603 7803 2276
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