Expo Ready: Building a Booth That Stands Out

The May Chamber Luncheon featured Our Community Credit Union, providing attendees with practical guidance on preparing for the Expo & Bite of Mason County. Director of Marketing Amber Trail and Business Development Manager Shannon Henry discussed booth planning, branding, visitor engagement, and follow-up strategies while sharing examples from the credit union’s experience as a longtime Expo participant and 2025 Best Booth Award recipient.

Trail began by discussing the realities of exhibiting at an outdoor summer event. Businesses were encouraged to plan ahead for weather, bring basic supplies such as zip ties, tape, sunscreen, and tools, and ensure adequate staffing throughout the day. She also noted that Expo attracts a broad audience, including many families and children, making it important to consider activities and displays that appeal to a variety of attendees.

A major focus of the presentation was identifying the purpose of a booth before beginning the planning process. Trail encouraged businesses to consider whether their goal is brand awareness, lead generation, community visibility, or relationship building. Those objectives can then guide decisions about booth design, signage, giveaways, and visitor interaction. The presenters emphasized that exhibitors should be intentional about creating spaces that encourage engagement and clearly communicate why attendees should stop and learn more.

The presenters also discussed booth layout, branding, and promotional materials. Consistent use of logos, branded tents, tablecloths, signage, and printed materials helps businesses stand out and remain recognizable after the event. Trail shared that Our Community Credit Union uses annual themes to create consistency across marketing campaigns and event displays. Attendees were encouraged to begin planning early when ordering custom materials and to take advantage of Chamber members such as Black Star, Batfish Ink, The Shopper, and OneStop Northwest for signage, promotional products, apparel, and event displays. Representatives from OneStop Northwest also spoke about the importance of strong branding and the value of having print-ready artwork and promotional materials prepared well in advance of the event. Order your materials early to avoid delays!

Attendees heard several examples of interactive activities that have been successful at Expo, including games, prize drawings, photo opportunities, and children’s activities. Trail shared examples from previous Our Community Credit Union booths, including themed displays, photo stations, and hands-on activities designed to encourage participation. The presenters noted that interactive elements can help create opportunities for conversation while making a booth more memorable for attendees.

The presentation also covered strategies for collecting information and measuring engagement. QR codes, business cards, prize entries, and social media interactions can all provide ways to stay connected with attendees after the event. Trail encouraged businesses to be transparent about how information is collected and used while focusing on creating positive interactions throughout the day. The presenters also stressed the importance of post-event follow-up through thank-you messages, social media content, newsletters, or other communication efforts that help maintain connections made during the event.

The luncheon concluded with small-group brainstorming discussions led by Table Captains, giving attendees an opportunity to share ideas, ask questions, and begin planning for their Expo booths. As businesses prepare for this year’s Expo & Bite of Mason County, exhibitors are encouraged to review the Vendor Guidelines, Vendor FAQ, and Setup Checklist from the Chamber. These resources provide important information about booth setup, event logistics, timelines, and exhibitor expectations while helping businesses put the luncheon’s ideas into action.

The discussion provided attendees with practical tools and examples for creating a successful Expo experience, reinforcing the value of preparation, branding, engagement, and community connection as businesses get ready for one of Mason County’s most popular summer events.