Planning a trade show can feel overwhelming, even for seasoned event organizers.
Between securing vendors, designing the floor plan, managing attendee flow, and ensuring reliable technology, it’s easy to get bogged down in the logistics.
At Red Baron Arena in Marshall, MN, we believe trade shows should be memorable—not stressful. With our versatile event space, experienced support staff, and streamlined planning resources, we make it simple to create events that leave a lasting impact.
Whether you're hosting your first expo or managing your fiftieth, these expert tips will help you plan a smooth and successful trade show:
1. Choose a Flexible Space Designed for Success
Not all event spaces are created equal. Many venues lock planners into rigid layouts that limit creativity and hinder smooth traffic flow.
At Red Baron Arena, flexibility is built into our design. Our spacious expo floor can be customized to fit any event size—from intimate niche markets to bustling regional expos. Our team works with you to optimize booth arrangements, traffic patterns, and seating areas to create an efficient and engaging environment for your attendees.
Key Tip: During your site visit, bring a rough layout sketch or ask for our sample floor plans to visualize how your event can fit and flow in the space.
2. Lean on Expert On-Site Support
Too often, event planners are left scrambling when they encounter unexpected setup challenges, tech hiccups, or scheduling issues.
Red Baron Arena’s team is committed to being your behind-the-scenes partner from day one. We help with vendor coordination, technical setup (including Wi-Fi, AV, and sound systems), on-site signage, and much more. Our dedicated event specialists will be available before, during, and after your show to ensure everything runs smoothly.
Key Tip: Schedule a pre-event walkthrough with your assigned Red Baron Arena coordinator to confirm final setup details and anticipate any last-minute needs.
3. Plan with Precision Using Our Trade Show Resources
Preparation is key to any successful event, and having a clear plan can make all the difference. Red Baron Arena offers a helpful Expo and Event Planner Checklist to guide you through every stage of planning.
Some of the essentials included are:
- Preparing updated floor plans, vendor assignments, and insurance documents
- Confirming event day logistics like load-in schedules, check-in tables, and directional signage
- Coordinating vendor communications, including emergency contacts and load-out instructions
- Ensuring tech like Wi-Fi and AV systems are tested and ready
- Following up post-event with thank-you notes and testimonial requests
Using these tools, event planners can stay organized, avoid day-of stress, and deliver a smooth, professional experience for vendors and attendees alike.
Key Tip: Download Red Baron Arena's Expo and Event Planner Checklist to streamline your planning and stay ahead of every detail.
4. Communicate Clearly with Vendors
A key component of a successful trade show is clear, timely communication with your vendors. As an event planner, creating a simple and organized communication strategy can make all the difference.
Here are a few essentials to include:
- Event Timeline: Provide vendors with detailed timelines for load-in, setup, show hours, and breakdown.
- Loading and Access Details: Share maps showing loading dock locations, parking areas, and booth access points.
- Booth Benefits: Highlight booth perks such as included amenities (electricity, Wi-Fi access, signage support) to set expectations early.
- Setup Instructions: Give clear instructions about booth setup requirements, regulations, and assistance available.
- Contact Information: Designate an onsite point of contact for vendors to reach out to with any questions or last-minute needs.
Key Tip: Consolidate all vendor communications into a single “Exhibitor Information Packet” and send it at least three weeks before the event. Follow up with a reminder email one week before setup.
By organizing communication early, you can avoid confusion, reduce setup-day stress, and help your vendors feel more confident and supported—leading to a better event for everyone involved.
5. Enhance the Attendee Experience with Thoughtful Amenities
A successful trade show isn't just about logistics—it’s about creating a comfortable and engaging experience for everyone who attends.
Red Baron Arena offers thoughtful amenities that improve the event atmosphere, including:
- Climate-controlled indoor spaces
- Spacious parking areas
- Easy access loading docks
- High-speed Wi-Fi throughout the venue
- Food and beverage service coordination options
With comforts taken care of, attendees are more likely to stay longer, engage more deeply with exhibitors, and leave with a positive impression of your event.
Key Tip: Create breakout areas with seating and charging stations to encourage networking and relaxation between sessions or booth visits.
6. Keep Improving with Post-Event Follow-Up
The event may be over, but the opportunity to build lasting relationships is just beginning. One smart strategy as a trade show hosts is to send a post-event survey or feedback request to exhibitors and attendees. Gathering insights can help identify strengths, showcase what worked well, and uncover ideas for improvement.
You can also keep the audience engaged by sending thank-you messages, sharing event highlights, and offering early booking incentives for future events. By staying connected after the show, you can build loyalty and reinforce the value of participating in your event.
Key Tip: Create a simple follow-up plan that includes a thank-you email sent within 48 hours after the event, a short survey link, and an invitation to reserve early for next year’s show.
Why Red Baron Arena Makes Trade Show Planning Easy
Choosing Red Baron Arena for your trade show venue means choosing simplicity, support, and success. Here's why more event planners are making the move to Southwest Minnesota:
- Versatile Layouts: Customize your show exactly how you envision it.
- Seamless Setup: Experienced support staff help manage the details so you don’t have to.
- Proven Success: Testimonials from past clients prove our commitment to your event’s success.
- Regional Reach: Centrally located with easy access for attendees across Minnesota and neighboring states.
Hosting a trade show should be an exciting opportunity to connect, network, and grow—not a source of constant stress.
With Red Baron Arena, you're not just renting a venue; you're gaining a planning partner dedicated to making your event easy, professional, and unforgettable.
Ready to start planning your next trade show success story?
Early booking now available for 2026!
Host your event at Red Baron Arena & Expo!
Contact Visit Marshall to start planning your event today.
