What to record at each trade fair stand

Start with the stand and the person

Open a separate meeting record for each exhibitor. Give it a unique reference and record the exhibition name, venue, hall, stand reference, meeting date, time and your note-taker. Copy the exhibitor name as displayed and attach the business card. If the catalogue, card and stand show different company names, record the differences for follow-up.

Write the contact's name, role and preferred business contact channel. Ask whether they handle sales, technical questions or production, and who can confirm specifications and quotations. Record whether they describe the business as a manufacturer, trading company or representative. Mark that description as their statement until checked.

Identify the exact product discussed

Give each product its own entry within the meeting record. Copy the supplier's model or item code exactly, including suffixes. Record the variant, material, finish, dimensions, intended use and packaging discussed. If the display sample has no identifier, assign your own descriptive reference and ask the supplier to confirm its corresponding model.

Separate what you saw, what the contact said and what remains unconfirmed. Note whether the quotation would cover the displayed sample or a different specification. Record any document promised against the relevant product entry; use the test-report checking guide when assessing reports received afterwards.

Link photographs and catalogue pages

Ask before photographing products, labels, displays or documents. Record who agreed, what could be photographed and any limits on sharing or publication. If permission is refused or unclear, use written notes and request approved images. Keep unrelated visitors and private paperwork out of the frame.

For each permitted image, record its filename, product reference and what it shows. Capture the overall item and relevant identifying details within the agreed scope. Record the catalogue title, edition or date if shown, page reference and item code. For an unnumbered page, add a descriptive page reference and attach an approved scan or photograph.

Use a record that survives handover

Keep the notes and attachments together under the meeting reference. The following fields form a reusable template. Repeat the product fields for each item discussed, so a colleague can trace an image or catalogue entry back to the conversation.

Close the meeting with unresolved points

Read back the product identifiers and outstanding questions before leaving. Turn vague promises into specific requests: which material needs confirmation, which model a report covers, or which packaging a quotation assumes. Agree who will answer and when; if no reply date is agreed, record that explicitly. Keep unanswered fields marked as unknown.

Send a recap using the same meeting and product references, following the factory enquiry guide. Preserve the original notes and append dated replies and corrections. Once a quotation arrives, use the landed-price guide for costing. Cambridge China Bridge's staff in China can use the record to follow up with the supplier.