Marketing and Selling Balloon Decorations to Conventions and Convention Exhibitors

Conventions and trade shows are a goldmine for balloon decoration businesses, offering numerous opportunities to showcase your creative skills and expand your client base. These events can represent 5 to 15 jobs for a single event, with total revenue surpassing $6,000. By strategically targeting conventions and exhibitors, you can significantly grow your balloon decor business. Here’s a step-by-step guide on how to market and sell your balloon decorations to conventions and convention exhibitors effectively.

Approach Summary

The process:

1. Find the schedule for your local Convention center, these are generally on the website
2. Find the website of each convention
3. Contact the convention organizer asking if they want decor for the convention
4. Ask the organizer if you can offer your service to their exhibitors
5. Find the list of exhibitors on the convention website
6. Contact each offering decor for their booth

Resources you’ll want ready:

1. Website page for conventions
2. Website page for convention booths
3. CRM to track all the conversations
4. PDF catalog for conventions
5. PDF catalog for convention booths

Identifying Opportunities at Local Convention Centers

Research Convention Schedules:

Start by researching the schedule of events at local convention centers. Most convention centers have their event calendars available online. Staying updated with upcoming events ensures you don't miss out on potential opportunities. These schedules can usually be found on the convention center's website under an events or calendar section. It’s helpful to create a spreadsheet to track the dates, locations, and types of events that are coming up. This way, you can prioritize which events to target based on your availability and the types of clients you wish to attract.

Navigating Convention Websites:

Once you've identified upcoming conventions, visit their official websites. Look for sections detailing event information and exhibitor lists. These sections often provide valuable insights into the event’s scope and the companies participating, helping you tailor your offerings accordingly. Pay attention to the type of convention (e.g., trade show, corporate event, consumer expo) as it will influence the type of balloon decorations that will be most effective. For example, corporate events may require more sophisticated and elegant designs, while consumer expos might benefit from fun, eye-catching displays.

Making Initial Contact with Convention Organizers

Reaching Out to Event Coordinators:

Contacting convention organizers is the first step in securing balloon decoration jobs. Use a professional email or phone script from your CRM to inquire about potential opportunities. Here’s a sample script:

“Hello [Organizer's Name], I’m [Your Name] from [Your Business Name], and we specialize in creating stunning balloon decorations for events. We’ve worked with various conventions, providing arches, columns, centerpieces, and themed selfie stations that enhance the event experience. I would love to discuss how we can add a touch of magic to your upcoming event. Could we schedule a call to discuss this further?”

When making initial contact, be sure to highlight any past successes and include images or links to a portfolio showcasing your best work. This visual proof can help convince organizers of the value you can bring to their event.

Add Contacts to Your Serenity CRM:

As you reach out to event coordinators, add their contact details to your Serenity CRM. This allows you to track interactions, set follow-up reminders, and maintain organized records of all communications. The CRM can also help you manage your schedule and ensure you don't double-book yourself. Keeping detailed notes on each contact can help personalize future communications and strengthen your relationships with potential clients.

Highlighting Your Services: When communicating with organizers, emphasize the specific services you offer:

• Arches and Columns: These can create an impressive entrance or enhance registration tables. Describe the various styles and colors available and how they can be customized to match the event's theme.
• Centerpieces for Dinners: Elegant balloon centerpieces can elevate the décor of dinners and social events. Highlight the versatility of balloon centerpieces and how they can be tailored to different themes, whether it's a corporate dinner or a festive gala.
• Themed Selfie Stations: These create engaging and Instagram-worthy spots for attendees. Share examples of popular themes and discuss their success in past events.

Additionally, showcase your work through:

• A dedicated website page for conventions.
• Occasional social media posts displaying your work at registration desks, large dinners, and ballroom decor, including balloon drops. Social media posts can include before-and-after photos, time-lapse videos of setups, and client testimonials.
• A PDF catalog of convention-level decor work that you can send via email or text. This catalog should be professionally designed and include high-quality images and descriptions of your services.
• A LinkedIn Company profile with posts showing business and convention decor, including some booth work. LinkedIn is particularly useful for reaching corporate clients and event organizers who may be looking for professional decor services.

Offering Specific Balloon Decoration Services

Arches and Columns at Registration: 

Balloon arches and columns are visually striking and can significantly impact the overall event atmosphere. Share examples of successful installations and client feedback to illustrate their effectiveness. Discuss the different styles and designs you can create, such as spiral, linked, or organic designs. Explain how these decorations can guide attendees through the event space and create a welcoming atmosphere.

Centerpieces for Dinners and Events: 

Highlight how custom balloon centerpieces can complement the theme and ambiance of dinners and other events. Offer a range of designs to match different themes and preferences. For example, elegant balloon bouquets can add a touch of sophistication to corporate dinners, while whimsical centerpieces can bring fun to themed parties. Emphasize the versatility of balloons and how they can be combined with other decor elements like flowers and lighting to create a cohesive look.

Themed Selfie Stations: 

Themed selfie stations are highly popular for creating memorable experiences. Provide examples of popular themes and discuss their success in past events. Explain how these stations can increase engagement and social media exposure for the event, as attendees will likely share their photos online. Offer customization options to match the event's theme and branding, and highlight any additional props or backdrops you can provide to enhance the experience.

Reaching Out to Exhibitors

Permission to Contact Exhibitors: 

When discussing opportunities with convention organizers, ask for permission to reach out to exhibitors. If permission is denied, respect their decision and focus on other opportunities. Explain how your services can benefit both the organizers and the exhibitors by enhancing the overall event experience.

Finding Exhibitor Information: 

Often, exhibitor lists are publicly available on convention websites. Use this information to contact exhibitors directly. Create a list of potential clients and prioritize them based on their relevance to your services. Larger companies or those with visually appealing products may be more likely to invest in balloon decorations.

Adding Exhibitors to Your Serenity CRM: 

Add exhibitor contacts to your Serenity CRM to streamline communication and track potential and future jobs for these clients. Use the CRM to send personalized follow-up emails and track responses. This organized approach will help you stay on top of your outreach efforts and ensure you don’t miss any opportunities.

Crafting the Perfect Pitch for Exhibitors

Email and Phone Outreach: 

Create personalized email or phone scripts for reaching out to exhibitors. Here’s a sample script:

“Hello [Exhibitor's Name], I’m [Your Name] from [Your Business Name]. We specialize in balloon decorations that can make your booth stand out at the upcoming [Convention Name]. Our services have helped numerous exhibitors attract more visitors and create a lasting impression. I’d love to discuss how we can enhance your booth. Can we set up a time to talk?”

Showcasing Services: 

Prepare a portfolio of past work to share with potential clients. Include resources for them like:

• A dedicated website page for convention booths.
• Occasional social media posts showcasing convention work.
• A PDF catalog of convention booth packages. This catalog should detail different package options and pricing, making it easy for potential clients to understand what you offer.

Highlight any unique features or customization options that set your services apart from competitors. For example, if you offer interactive balloon installations, make sure to mention these in your pitch.

Finalizing Deals and Delivering Excellent Service

Negotiating Contracts: 

When negotiating terms and pricing, ensure clear communication and set realistic expectations. Detail what your services include and any additional costs. Provide a written contract outlining all terms to avoid any misunderstandings. Be prepared to negotiate and offer flexible packages to meet the client’s needs.

Use Serentiy to send the Quote, collect payment, and track the job through completion and requesting a Google Review after the event.

Ensuring Smooth Execution: 

One key to success with convention related decor is to be in and out for setup and strike at exactly the right time windows with the details all figured out. You may or may not need to or be allowed to use a loading dock. You may or may not be allowed to transport decor from the loading dock to the event room yourself. Figure all of this out ahead of time with the organizers and convention center staff and be excellent at these details.

Plan and organize the delivery and setup of balloon decorations meticulously. Providing exceptional service will encourage repeat business and referrals. Create a detailed timeline for each project, including setup and teardown times. Ensure you have all necessary materials and staff available to execute the project smoothly.

After the event, follow up with clients to gather feedback, address any issues promptly, and request Google Reviews.

Be sure to take the opportunity to follow up with Convention organizers to have a conversation about the balloon decorations and collect any feedback from their perspective.

Getting Started

Successfully marketing and selling balloon decorations to conventions and exhibitors requires strategic planning and proactive outreach. By following the steps outlined in this guide, you can tap into this lucrative market, increasing your visibility and business growth. Take action today and explore the services we offer to help your balloon decor business thrive.

Resources

• Links to additional resources and tools for small business owners.
• Information about our services and how we can assist with marketing and selling balloon decorations.

By implementing these strategies, balloon decoration business owners can effectively market and sell their services to conventions and exhibitors, leading to increased visibility and substantial business growth.