[5] Visa processing

You can apply for a visa by yourself, or you can ask a tourist visa company or an exhibition company to handle it on your behalf. Regardless of the method, you need to prepare and provide relevant documents in accordance with the visa processing requirements and procedures. The visa application information mainly includes the following:

(1) Personal passport

(2) Exhibition business invitation letter

(3) Company position certification documents

(4) Curriculum vitae in English

(5) Color photos of the last six months

(6) A copy of the household register

(7) Introduction to the unit

(8) Proof of property

(9) Business license of the company (with official seal)

(10) Academic certificates

(11) Bank statements in the past six months

(12) Overseas insurance policy

(13) Other documents

Note: You need to refer to the visa application process and materials to prepare the documentation. (You can consult with a visa agency)

[6] Foreign currency preparation

Before going abroad to participate in the exhibition, you can go to the bank in advance to exchange some foreign currency cash, or apply for a valid credit card (such as VISA, Master card) in advance, and ensure that the relevant savings card is bound (with a certain amount of deposit). This is convenient for some expenses such as catering and transportation during foreign exhibitions. It is not advisable to prepare foreign currency in advance to exceed the amount required by the customs administration of transit, because it needs to be declared when transiting.

[7] Personal belongings

(1) Passport and visa information

(2) Exhibiting clothing and daily necessities

(3) Laptops

(4) High-end smartphones

(5) Power bank

[8] Reception information

(1) Product brochure promotional materials (electronic file)

(2) Exhibit promotional materials (detailed drawings of parameters, performance, structure, etc., as well as application cases)

(3) Exhibits and other quotations, PI documents, and contract documents

(4) Miscellaneous

(Once everything is ready, you can leave for the country at the scheduled time.) ）

[1] Hotel reservations

When booking a hotel for overseas exhibitions, try to choose a hotel closer to the exhibition hall. You can then book through some international hotel booking sites (e.g. http://Booking.com) and travel sites (e.g. TripAdvisor). It is usually recommended to make a reservation about 3 months in advance. I thought that the better hotels during the exhibition period would be booked in advance.

[2] Flight reservation (round-trip ticket)

It is recommended to book the ticket page about 3 months in advance, so that you can book a cheaper ticket and a choice of dates and seats. Ticket reservations can be booked according to the actual situation, whether it is a journey or a round-trip. If you need to visit a customer, you can book a one-way trip without coming back with the team.

[3] Passport processing

A passport is a legal document issued by a citizen of a country to prove the nationality and identity of a citizen when he enters and leaves his country and travels or resides abroad. The word passport means port pass in English. In other words, a passport is a kind of passport for citizens to travel through international ports of various countries.

The passport must be handled at the Exit and Entry Administration Center of the Public Security Bureau where the household registration is located, and the original and two copies of the household registration booklet, ID card and two copies should be taken on the spot. The passport processing fee is generally three or four hundred yuan, including the photo fee. You can get your passport one week after submitting your documents. The passport needs to be valid for more than six months from the end of the exhibition (outbound and return home).

[4] Overseas insurance purchase

Before going abroad to participate in the exhibition, you need to purchase personal overseas insurance in advance, which is also part of the requirements of the conference. At the same time, the purchase of overseas insurance is also an additional protection for our personal and property safety.

Usually, the transportation of exhibits can be completed by looking for a freight forwarder or by arranging a transportation agency designated by the organizer of the conference. It is recommended to choose the latter, because the logistics and transportation company designated by the conference is relatively professional in this area (including collection, customs clearance and exhibition delivery), and because of the cooperation with the conference, the procedures are relatively convenient.

In addition, the exhibits need to be delivered to the designated area of the exhibition hall within the delivery time stipulated by the conference. Exhibits of foreign exhibitions need to be arranged for outbound transportation about 3 months in advance. Before transportation, it is necessary to apply for the passport of the goods - ATA carnet.

It is necessary to do a good job of publicity before the exhibition. First, customers can come to the site to learn about our exhibits. At the same time, it can also deepen the impression of our company. At the very least, we can let some new potential customers know that we are a real manufacturer and have certain strengths.

At the same time, the exhibition information and invitations will be released through email and other online channels (such as chat software, social media platforms, etc.) before the exhibition. This will help increase the company's visibility and attract a lot of potential new customers to visit and get to know each other. For customers with actual projects, they can use the exhibition to negotiate orders.

Organize the following information and send it to customers by e-mail, notify them in advance and invite them to visit them.

(1) Exhibition theme (type)

(2) Exhibition name

(3) Host country

(4) Organizers

(5) Exhibition time

(6) The address of the event

(7) Scope of exhibits

(8) Holding cycle

(9) Official website

(10) Company booth number

(1) Exhibition registration (10 months or more in advance)

Generally, it is recommended to confirm the registration at least 10 months or more than one year in advance to register for foreign exhibitions. The earlier you sign up, the cheaper it will be to book a booth and other costs. And it's easy to book a booth with a better location. At the same time, there is more time to prepare for the exhibition. Such as: the selection and production of exhibits, the training of exhibitors, visa processing, itinerary and air ticket booking (it is recommended to book air tickets about three months in advance, the cost will be relatively cheaper), hotel reservation and exhibit transportation, etc. Suggestion: You can go to the booth information provided by the conference before the end of the exhibition, and arrange the booth for the next year during or after the exhibition.

(2) Booth reservation (10 months in advance)

There are generally two types of booths: standard booths (usually 3X3=9 square meters or about 12 square meters) and raw space, which are usually more than ten square meters. If you choose a standard stall, it is recommended that you choose a location with a better opening orientation, close to the passage and entrance. Try not to crowd in the middle of a row of stalls, and don't choose a corner at the end of the row, which is out of sight, so that there will be less foot traffic. The area of raw space booths is generally larger than that of standard booths, and the location is relatively better. Moreover, if you design and build it yourself, you can have a lot of style design options, and the beautiful and fresh design style will make it easier to attract customers.

After successful registration, you will receive the booth allocation result from the exhibition company or the organizer. Enterprises can request to replace the unsatisfactory booth, and after officially confirming the booth, pay the balance and sign the final exhibition contract, at this time your exhibition time and place are completely determined.

(Bookings should be arranged as far as possible.) This will allow for more booth options and offers. ）

Before exhibiting, you need to do a good job of budget evaluation, usually the exhibition expenses include the following:

(1) Raw space booth fee

(2) Construction cost (including material and man-hour costs)

(3) Equipment rental fees (including: hanging points, power distribution facilities, equipment and equipment fees for dismantling and dismantling, etc.)

(4) Network rental fee (on-site networking, as needed)

(5) Man-hours for arranging and dismantling the exhibition (man-hours for the organizer)

(6) Electricity charges during the exhibition

(7) Exhibit sample fee

(8) Transportation costs and premiums for exhibits

(9) ATA Carnet Handling Fee and Guarantee

(10) Advertising materials (including posters, audio and video media)

(11) Stationery for the exhibition (including: pens, calculators, markers, notebooks, tapes, etc.)

(12) Consumables (coffee, candy, tissues, drinking glasses, etc.)

(13) Gift fee

(14) Visa agency fee

(15) Personnel travel expenses (domestic and foreign transportation expenses, hotel accommodation, meals, round-trip air tickets, foreign car rental expenses)

(16) Temporary contingency expenses

(17) Exhibition security premium

(18) Temporary storage service fee

(19) Other expenses

(1) Collect industry-related foreign exhibition information and organize it into a list;

(2) Evaluate and confirm the exhibitions participated in this year

(3) Understand the background and history of the exhibition organizers

(4) Understand the market for which the exhibition is oriented

(5) Visitors to previous exhibitions (exhibition effect) and exhibitor information

There are four main ways to register for the exhibition:

(1) Register through domestic exhibition companies (or exhibition agents).

(2) Register through the China regional branch of the exhibition organizer

(3) Apply through the Bureau of Commerce

(4) Direct registration through the conference organizer, direct registration through the conference organizer booth cost will be relatively cheaper, and the location of the booth will be better. (If you do not have experience in going abroad and participating in exhibitions, it is not recommended to register directly with the organizer of the conference, because it is impossible to obtain an invoice by remitting money abroad.) Exhibitors will need to re-pay the taxes and fees for exhibitors, as the tax office cannot collect taxes from companies related to foreign conventions. ）

Note: Participating in overseas exhibitions can enjoy government subsidies.