Web3 conventions can be amazing opportunities for your business. They let you build a physical presence, connect with like-minded businesses, meet consumers, create content, and more. But attending a Web3 convention takes a lot of planning.
You’ve likely spent quite a bit of money securing your booth or table, spent weeks preparing, and are hoping to see results from all your efforts. So, you need to make sure you have not forgotten anything, whether material or otherwise, before you begin. If you’ll be attending any Web3 convention any time soon, make sure to use this checklist:
Non-Material Checklist for Web3 Convention
Ensure you have all of these already prepared before the convention:
- Pre-Convention Social Media Posts: To get the most PR and crypto marketing benefits from a Web3 convention, you need to draw people in early. In the weeks and months leading up to your appearance, announce on social media that you’ll be attending, share behind-the-scenes content about your preparations, and let people know where to find you on the day.
- Pre-Convention Press Releases: Along with your own social media post, publish helpful press releases to inform the public and drum up the support you’re looking for. These offer crypto SEO benefits, such as drawing in new visitors to your site.
- Booth and Organizer Information: The last thing you want is to be scrambling on the day to set up, so ahead of time, make sure you’ve gotten all the relevant information about the event and your booth. Know your booth number, booth size, and everything you need to set up. Also, know which building/hall the convention will be in and when you need to arrive to set up and take down your booth.
- Public Liability Insurance and Other Precautions: In many cases, you’re required to have public liability insurance, certain certificates if you will be handing out edible products, and much more. Make sure you have all of this done and the paperwork to prove it before the day.
- Full Briefing of Your Team (Both attending and non-attending): Brief all team members attending the convention on what will happen. They should know when and where everyone is meeting to begin activities, what each person’s responsibilities are, and more. Brief those not attending on what will happen, what communication to expect, and more.
- Safety Protocol: Safety is always paramount, so make sure everyone gets a proper safety briefing on fire exits, use of electrical tools, first aid, allergies, etc.
Material Checklist for Web3 Convention
Here are some of the material items you’ll need to have on hand before your Web3 convention:
- Table and Tablecloth (If Needed): Depending on what your stand will look like, you might need a table. Check ahead of time to see whether the convention will provide a table; if not, bring your own foldable table. Also, have tablecloths and other coverings on hand that fit your table size.
- Backdrop: If you need a backdrop for your booth, order it well ahead of time to match your booth specifications. At least once, set it up ahead of time to make sure there are no flaws that could slow you down on the day.
- Promotional Materials: Print flyers, business cards, and posters well ahead of time, and check them for quality. Decide how many you will need for each, and make sure they include all relevant information.
- Merchandise: If you’ll be handing out any merchandise, these should also be ordered and packed before the Web3 convention. Things like pens, hoodies, cups, mugs, and so on should be quality tested and, if possible, shipped in advance to wherever your team will be staying. As a rule, all merchandise should be finalized in the months before the convention in case of any issues.
- Banners and Signs: Design and set up any banners and signs you’ll need throughout the convention during a test run. If you’ll be displaying business-related videos on monitors, film and edit them ahead of time, and test the monitor.
- Team Uniforms: Brief the team on how everyone will dress that day, and provide any needed uniforms ahead of time. The last thing you want is anyone looking out of place, so make this a priority.
- Schedule for the Day: Provide a written and digital schedule so all team members know when to arrive, when set-up needs to begin, travel plans, breaks, etc.
- Content Creation Tools: Web3 conventions are prime opportunities for content creation, so you need a full suite of tools. Assign someone to content creation, and provide them with tripods, lights, and any other props and tools.
- Product Samples: If you’ll be exhibiting any of your products, have the samples prepared and tested ahead of time. Decide how many you’ll hand out, the criteria for giving them to people, and how you’ll display them on the day.
- Office Supplies: Conventions of all kinds are prone to minor mishaps, so make sure they are office and emergency supplies. Think scissors, Sellotape, S hooks, blue, and so on. For smaller items like tablecloths and stands, provide backups so you are not left scrambling on the day.
- Charger Points: Provide charging options for various devices, such as power banks, charging cables, extension boxes, and so on. Also, make sure you confirm with the organizers what provisions for electricity they have made.
- Lead Generation Tablet or Sheet: If you’ll be collecting leads on the day, make sure you have a tablet with an appropriate form or a physical sheet provided for you to write down the names and alternative contact information of leads. Give every team member one so none slip through the cracks.
Conclusion
A Web3 convention can be an amazing opportunity for a Web3 business, but you have to show up as prepared as possible. From making sure your pre-convention marketing is in place to bringing extra tape on the day and having the best possible samples, keep this checklist on hand before you begin any Web3 convention for a smooth experience. Also, speak to us here at Proelo to design your Web3 convention experience to maximize results.
