Communication Skills

Business Meetings And Trade Show Etiquette




1. Business Meetings Etiquette

A. Preparation for Business Meetings

  1. Clarify the Purpose:

  2. Know the objective of the meeting: decision-making, brainstorming, or providing updates.

  3. Create an Agenda:

  4. Share it with attendees 24–48 hours in advance, listing key topics and goals.

  5. Confirm Attendance:

  6. Ensure the necessary people are available and understand their roles.

  7. Dress Appropriately:

  8. Match the meeting type: formal for executive meetings, business casual for team check-ins.

  9. Arrive Early:

  10. Be ready to greet attendees or set up technology.

B. Behavior During Business Meetings

  1. Be Punctual:

  2. Join on time or a few minutes early for virtual or in-person meetings.

  3. Introduce Yourself:

  4. For new attendees, briefly state your name, role, and purpose.

  5. Stick to the Agenda:

  6. Stay focused on planned topics and avoid going off-track.

  7. Active Listening:

  8. Make eye contact, take notes, and avoid interrupting.

  9. Limit Technology Use:

  10. Silence your phone, and use laptops only if required for the meeting.

  11. Encourage Participation:

  12. Ask questions to engage quieter attendees: “What are your thoughts on this?”

  13. Summarize Key Points:

  14. Review decisions and action items before closing the meeting.

C. Follow-Up After Business Meetings

  1. Send Meeting Minutes:

  2. Summarize discussions, decisions, and assigned action items.

  3. Check Progress on Action Items:

  4. Follow up with task owners to ensure deadlines are met.

  5. Collect Feedback:

  6. Use surveys to evaluate meeting effectiveness and improve future sessions.

2. Trade Show Etiquette

A. Preparation for Trade Shows

  1. Research the Event:

  2. Understand the trade show’s focus, audience, and key exhibitors.

  3. Set Goals:

  4. Define your purpose: networking, lead generation, product promotion, or market research.

  5. Prepare Marketing Materials:

  6. Bring business cards, brochures, and branded merchandise.

  7. Practice Your Elevator Pitch:

  8. Be ready to introduce yourself and your business in 30 seconds.

  9. Plan Booth Logistics (If Exhibiting):

  10. Confirm booth location, setup requirements, and schedules for team coverage.

  11. Schedule Appointments:

  12. Arrange meetings with key attendees or exhibitors before the event.

B. Behavior at Trade Shows

  1. Be Approachable:

  2. Smile, maintain open body language, and avoid sitting behind the booth (if exhibiting).

  3. Engage Visitors:

  4. Ask open-ended questions:

    • Example: “What are you hoping to get out of this event?”

  5. Respect Time:

  6. Keep conversations concise unless the visitor shows strong interest.

  7. Network with Intent:

  8. Focus on meaningful conversations rather than collecting as many business cards as possible.

  9. Handle Competitors Professionally:

  10. Avoid negative remarks; focus on your unique value proposition.

C. Specific Trade Show Situations

  1. Scenario: Overcrowded Booth
  2. Challenge: Too many visitors at once.

  3. Solution: Assign team members to greet, answer questions, and distribute materials to manage the flow.

  4. Scenario: Difficult Visitor Questions

  5. Challenge: A visitor asks a question you can’t answer.

  6. Solution: Politely offer to follow up:

    • Example: “Great question! I’ll confirm with my team and email you by tomorrow.”

  7. Scenario: Low Foot Traffic at Your Booth

  8. Challenge: Few visitors stop by.
  9. Solution: Be proactive by greeting passersby with engaging questions or a quick pitch.

D. Networking Etiquette at Trade Shows

  1. Introduce Yourself Clearly:

  2. Mention your name, company, and role.

  3. Be Respectful of Time:

  4. Avoid monopolizing someone’s attention, especially during busy moments.

  5. Exchange Business Cards Properly:

  6. Present your card face-up and take time to read the other person’s card.

  7. Take Notes Immediately:

  8. Jot down key details about conversations on the back of business cards or in a notebook.

E. After the Trade Show

  1. Follow Up Promptly:

  2. Send personalized emails to contacts, referencing your conversation.

  3. Track Leads:

  4. Use a CRM system to log prospects and next steps.

  5. Evaluate Your Performance:

  6. Review your goals vs. results (e.g., leads generated, meetings held).

3. Key Do’s and Don’ts for Business Meetings and Trade Shows

Do’s

  1. Do Prepare Talking Points:
  2. Have clear objectives and key messages ready for meetings or trade shows.
  3. Do Be Polite and Professional:
  4. Use appropriate language and maintain a courteous tone.
  5. Do Take Initiative:
  6. Proactively engage with attendees or booth visitors.
  7. Do Wear Comfortable Shoes for Trade Shows:
  8. You’ll likely spend long hours on your feet.

Don’ts

  1. Don’t Interrupt:
  2. Wait for others to finish speaking before sharing your input.
  3. Don’t Be Overly Salesy:
  4. Focus on building relationships, not just selling products or services.
  5. Don’t Ignore Body Language:
  6. Avoid crossing your arms or appearing disengaged.
  7. Don’t Neglect Follow-Up:
  8. Without timely follow-ups, you risk losing leads or connections.

4. Example Situations for Business Meetings and Trade Shows

Scenario 1: Leading a Team Meeting

  • Situation: Weekly project update with cross-functional teams.
  • Approach:
  • Share the agenda ahead of time.
  • Start with a quick recap of progress.
  • Focus on blockers and solutions.
  • Assign clear tasks and deadlines.

Scenario 2: Attending a Trade Show as a Visitor

  • Situation: Exploring new vendors for your company.
  • Approach:
  • Research vendors beforehand and prioritize visits.
  • Prepare specific questions about their offerings.
  • Collect brochures and take notes for post-event review.

5. Tools to Support Meetings and Trade Show Success?

  • Scheduling Tools: Calendly, Outlook, Google Calendar.
  • Trade Show Planning: Map Dynamics, A2Z Events.
  • Note-Taking: Evernote, OneNote, or pen and paper.
  • CRM for Lead Tracking: HubSpot, Salesforce.
❤ If you liked this, consider supporting us by checking out Tiny Skills - 250+ Top Work & Personal Skills Made Easy