It’s probably obvious that I have had tradeshows on the brain lately. But it is also no secret that I am a big fan of them. When done right, exhibiting at a tradeshow can deliver a lot of bang for your buck.

If you have decided to take the plunge and exhibit at a show, I have a few tips to help you cut costs and keep your budget manageable.

So I present 5 Ways to NOT Waste Money When Exhibiting at a Tradeshow:

1. Always negotiate everything.
When you first contact the show organizer, they will quote you various prices for different-sized booths. For instance, the smallest one available may be a 10×10 (10 feet deep and 10 feet long) than 10×20 (10 feet deep and 20 feet long), etc. Consider these prices to be an opening bid. When it comes to costs and fees at a tradeshow, almost everything is negotiable, especially in an economy like this one.

If you have a new business and this is going to be your first time exhibiting, let them know that you are just starting out. Remember, if you exhibit and have a successful show, you will probably be back the following year. They know this and it is in their best interest to get you in the door the first time. So make sure you haggle.

2. Forget the candy, pens, bags, USB drives and other promotional swag.
A lot of people feel they need to have something to give away at a show to “draw people in.” I don’t believe in this theory of promotion. Having these items will usually just attract the wrong crowd. Make sure people are taking things for the right reason. For example, if you have a piece of software you want to distribute, you might have considered handing out a USB drive containing a trial or demo. But people will take them for the drive with no intention of trying out your product. Handing out a CD with the software is a much cheaper option, and helps to ensure that the people who bother to take it will try it out.

Supplying an entire show’s worth of attendees with free pens or gifts for their kids isn’t why you are there exhibiting. Save your money.

3. Forget the fancy lead machines. Buy a business card scanner.
At most tradeshows, they will have a lead scanner available for rent. The machine can scan an attendee’s badge and give you a copy of their information. Unlike most show add-ons, I highly suggest you get one. Many attendees won’t have enough business cards to hand out to everyone they meet, and they are much more likely to hand over their badge for a quick scan. But there are usually different types of scanners available. The cheapest will probably just scan badges and print out contact information on a roll of paper. The much more expensive scanner with come with the ability to download to a USB drive or download from a website after the show.

Go for the cheapest option, then buy a business card scanner. After the show, you can just run the papers through the card scanner and grab each contact’s details. You’ll also then have a business card scanner to use for your business (a very handy tool). By scanning the information yourself, you can save literally hundreds of dollars.

4. Use appointment cards. Just like your dentist.
As we have discussed, having a plan for following up after a show is crucial. One option is to set followup appointments with attendees right at the show.

Before the show, have some appointment cards printed that have a place to enter a specific date and time, like the ones that doctors and dentists use. You can have these printed online cheaply (search for “Appointment Cards”). Then at the show, as you get an attendee’s information, ask them when a good time to followup would be and try to get them to agree to a specific date and time. Fill out that appointment onto the card then hand it to them as a reminder. (Don’t forget to jot it down yourself!) This will make post-show followup much easier for the both of you.

5. Forget the booth babes.
If I wasn’t a fan of handing out candy, then I’m probably not going to be an advocate of eye candy either. Having models or actors at your booth are expensive and draw the wrong type of attention. By all means, feel free to staff your booth with attractive people, but everyone working in the booth should be taken seriously. Having a model there just to draw attention rarely leads to sales. And sometimes it just makes you look desperate, like the water filtration system company we saw at the restaurant show who had an actor dressed up as Austin Powers at their booth (“Yeah baby, clean water. Groovy.”). There are some exceptions to this rule for certain consumer trade shows (scantily clad women at Comic-con are always a big hit) but if you are targeting industry professionals, leave the ladies at home.

When done on a budget, tradeshows are a great way to build your business. But that budget can spiral out of control if you aren’t careful. Forget the distractions, follow these rules, and you will set yourself up for a successful show experience.

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A few weeks ago I was at the National Restaurant Association Food Show in Chicago, exhibiting the WingDipper. A restaurant owner was in our booth, and I was touting the many benefits of using the WingDipper over a traditional plastic cup (trust me, there’s a lot). He expressed interest in our product and proceeded to hand me a business card, asking me to contact him after the show.

He walked away, then returned about a minute later, and made me promise to followup. He said that when he shares his contact information with someone at a tradeshow, he will often never hear from them again. And he isn’t the only person who has told me this. I have had many people share similar stories. Imagine, a potential customer who is interested in your product feeling they have to beg you to call them!

Over the years, I have also met many people at conferences or events that have made a point to introduce themselves to me and ask for my business card, only to never call or email later. I admit, I have also done the same thing at times.

Networking isn’t easy. Getting sales leads is even harder. It takes time, and usually money. After all, exhibiting at a tradeshow (even on a small budget) isn’t free. And tickets to a conference or event can be pricey. To spend all the time, effort, and capital to generate sales leads or network with others, only to fail in your follow-through is a massive waste of time for everyone involved.

How good is your follow-through? As good as it should be?

The problem is that most of us lack a process for following up. For example, when you are preparing for a tradeshow, your first instinct is to plan for the show itself, and focus on capturing leads from attendees. What to do afterwards doesn’t seem as pressing. However, you should be putting just as much thought (or more!) into planning your followup process before you even step foot in the show. That way, you will know exactly what needs to be done when you return.

Similarly, when you are at a networking event, you are in networking mode, meeting people and swapping info. But the next day, you have already switched gears. Without a firm followup plan in place, there is a good chance you will never reach out to the contacts you made and never forge the types of relationships that can help you later on.

Finish what you started
For networking, try this tip. Before you attend an event or conference, schedule a block of time in your calendar specifically for reaching out to people you met. Don’t plan it for the first day you are back in the office, as you are likely to be swamped. Plan it for 2 or 3 days later. Send a short but personal note, and add a specific detail or two, referencing the conversation you had. It will help them remember you, and will show you were paying attention (Another tip: when you talk to someone, pay attention!). If you are a LinkedIn user, consider sending them an invite to connect.

Follow-through should be the easiest part of forming new business relationships, but all too often it is overlooked. Whether you work for a company or are your own boss, perfecting your followup process will help your business, open new doors, and lead to more opportunities. And best of all, it’s usually free.

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Presentations are an important (and often free) way of sharing your ideas and thoughts with others. But whether or not they are effective rests with the presenter. With the rise of small online start-ups, developers are taking an increasingly active role in presenting. However, sometimes the personality traits that can make someone a good developer can make them a bad presenter.

So in an effort to help programmers everywhere share their ideas and expertise more effectively, I offer 7 Must Know Presentation Tips for Developers.

1. Know Your Audience.
If you are in front of a group talking about a particular subject, then you probably know your stuff. Whether the topic is a new website or company your launching, an application you are demoing, or the finer points of your particular programming language, you most likely know more than your audience (otherwise, why would you be up there in the first place?) Not to overgeneralize, but I have known many programmers who become frustrated or annoyed by what they view as dumbing things down to an audience. This type of outlook only ensures both you and your audience will be unhappy with your presentation. Take some time to think about who is in your audience, and adjust your material accordingly.

If you are speaking to a group of like-minded developers, then you can probably get away with using a certain amount of jargon and not having to explain certain concepts in detail. But if you are in front of, say, an investor, or a marketing group, make sure they will understand what you are trying to get across. Often times programmers end up breezing over subjects their audience might not understand, or use terms everyone may not be familiar with. When someone doesn’t grasp something you said, you have a risk of them shutting down and not paying attention to the rest of what you have to say.

2. Focus on Flow.
In any good presentation, flow cannot be underrated. Flow is the natural rhythm of your presentation, and is made of up several elements. The overall structure of your presentation plays a big part, as does your actual speech pattern and delivery. Proper flow helps people stay engaged, and helps them consume the information you are sharing. It also reduces the possibility of awkward moments. When there are big pauses or disruptions during a presentation, it makes the audience feel uncomfortable.

Be wary of interrupting your flow. Keep things rolling smoothly and your audience will stay with you for the ride.

3. Have at least three WOW! moments.
There is always an element of showmanship in any good presentation. Adding WOW! moments is a great way to get, and keep, your audience engaged. When structuring your presentation, don’t feel the need to tell the story in chronological order. Feel free to open with something strong, then take a “now let’s show you how we did that” approach. For example, as Microsoft is out there presenting Project Natal, it doesn’t make sense to start by talking about the problem they want to solve, or to dive into the details of infrared tracking. They should start with the WOW! moment of seeing Natal in action, then loop back around to the specifics.

In a relatively short presentation, focus on adding three of these moments. Place the first right at the beginning, to draw people in. Then add another in the middle, as people’s attention starts to drift away. Then, like a good Vegas lounge singer, one big WOW! right at the end to close on a high note (“You’ve been a great crowd. Be sure to tip your waitress.”)

Product demos lend themselves well to this format. Find the three most remarkable features in your product and sprinkle them throughout your presentation. Your audience will be left clamoring for more.

4. Assume everything will go wrong.
This is where a lot of presentations fall apart. Always assume everything will go wrong. For starters, NEVER DO A LIVE DEMO. It’s just asking for trouble. Present from a local version of your product if you need to, but trying to present the live version is a recipe for disaster. You are making assumptions based on things outside of your control, such as the quality of the network connection from your presentation site. Always assume the network won’t work, or the wi-fi will be down.

If you have seen a few product demos, you probably know you should also bring a series of screenshots of your product on a USB drive, just in case everything blows up.

5. Never write code live.
Actually writing code in front of your audience will just bore them to tears. If the code itself is the actual topic of the presentation, than have a bunch of examples already written in advance, and organized in a way that makes it easy to jump to each one. You would be surprised how hard it is to type in front of an audience. Subjecting them to the chore of watching you type out code is just plain mean. And you run the risk of making stupid mistakes, like getting an error from some minor typo. Making a simple mistake in front of a large group has the potential to damage your credibility as an expert.

There is a saying that a good lawyer never asks a question he doesn’t already know the answer to. Well, a good programmer should never present a piece of code that he hasn’t already tested.

6. If something goes wrong, move on.
Keeping a proper flow can be difficult during a product demo. When something (inevitably) goes wrong, a programmer’s instinct can be to fix it right away, especially when they feel it “shouldn’t be doing that.” But leaving your audience hanging while you troubleshoot an issue is presentation suicide. It’s best to just move past it and keep going. Everyone who has presented to a group of people knows that there are always hiccups. They won’t judge you based on the hiccup, they’ll judge you based on how you handle it.

7. Save questions for the end.
A presenter who is aware of the first tip, Know Your Audience, will want to make sure their audience understands the subject matter. But often times, they try and do this by asking the audience throughout the presentation if there are any questions, which at best interrupts you, and at worst, leads to drifting, unrelated tangents. It’s best to announce in the beginning of your presentation that you will be taking questions at the end, then sticking to that. It reminds the audience to hold on to questions until the end and will make sure your presentation stays on track. Don’t forget about the importance of flow.

Programmers tend to be extremely intelligent people, and have a lot to share with the rest of us. A killer presentation is one of the best ways to share those smarts with others. So make sure you do your best to follow these tips, and wow the crowd.

Now go out there and knock’em dead!

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Building on an idea he introduced in his book, Tim Ferris posted a video on his blog recently where he discusses not the importance of defining your goals, but rather the value in defining your fears. That if you can identify what, truly, a worst-case scenario looks like, you can become familiar with it, realize it’s not as bad as you think, and move forward. By tackling the “what if” and “but” head-on, you’ll be able to break down the fear that is holding you back from action.

I think the other side of this coin is just as valuable, if not more so. What is the worst case scenario brought about by inaction? How can the fear of not doing something drive you to action? Imagine you don’t take that risk, don’t start that business, don’t launch that product, don’t chase that dream. Are you prepared to work for someone else for the rest of your life? Are you prepared to grow old, face retirement, and look back at all the hours you spent away from friends and family, at all the work you did, to make other people rich? Are you prepared to leave the financial security of your family to the whims of your boss or the company you work for? How will it feel to see someone succeed from actually executing the same idea you had years ago?

Make no mistake, taking risks can be scary. The fear of failure can be paralyzing at times. But the fear of regret, the fear of one day looking back and wishing you had done things differently, can be all the motivation you need to start it, whatever it is, right now.

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I had lunch with a friend today to share ideas and discuss starting new businesses. We often get together to bounce ideas off one another, and try to define some actions we can put behind these ideas. One of the many benefits of having someone to discuss ideas with regularly is that it forces you to distill your thoughts into something shareable, something that someone other than you can understand, without having to provide a lot of backstory about yourself and your experiences each time.

We also got into a conversation about writing, and creative outlets. Writing can serve much the same purpose, in that it forces you to externalize what is going on in your head. Throughout the creative process, you’ll often realize something new, or find a real-world example that illustrates what you’re trying to say. This example could be a similar business, which you could then study as a guide to what works and what doesn’t.

Let’s suppose you have an idea for a website that caters to the cycling community. When you describe it to someone else, you might use the example “sort of like Facebook, but just for cyclists.” By studying Facebook, you can then see what they do right to create a sense of community and generate interactions between users, and what it is about Facebook you don’t like. Without explaining the concept, or writing about it, you may never have made the Facebook parallel. Now you have something to help you along.

Having an outlet is just as important for the process as it is for the final result. So even if you’re writing a blog no one reads, or recording a video you never plan to share, sometimes it is the process of creation itself that is important.

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Mark Webster

About Mark Webster

One of the Co-Founders of SideTour, former TechStar (NYC Summer 2011), ex-NBA'er, and past TechCrunch Disrupt Hackathon Winner.