Stand Parties: The Perfect End To a Successful Day At The Trade Fair

One of the highlights of Prolight + Sound is definitely the large and small stand parties – just think of the party organised by Robe Lighting, Laserworld, Kvant and Adam Hall (just to name a small selection of the many great parties). They offer a great opportunity for networking and an informal get-together at Prolight + Sound. We show you what stand parties can do and how exhibitors can organise their stand parties.

A unique experience at every trade fair

A stand party or trade fair party is a unique event that differs from other types of parties in several key ways. This type of event usually takes place in the context of trade fairs or exhibitions and serves as a platform for networking, brand presentation and customer loyalty. In contrast to private parties or public celebrations, a stand party is characterised by its professional context, as the participants are usually industry professionals or interested customers. This creates an unrivalled atmosphere in which business relationships can be established and cultivated, while at the same time providing a relaxed and pleasant environment. The special setting at a trade fair at the end of the day’s business also creates an extraordinary atmosphere that can hardly be replicated at other parties.

How to organise a successful stand party

Organising a successful stand party requires careful planning and attention to detail. Firstly, the party should be officially registered in order to obtain all the necessary authorisations. If the party cannot take place directly at the trade fair stand (e.g. due to space problems), an external location should definitely be booked in good time. The same applies to the background music and catering for the guests. Depending on the budget and vision for the event, there are numerous options: Buffet, flying buffet, street food or even live cooking event. If the trade fair stand for the party is to have a different look to that of the daytime operation, the stand conversion, additional furniture and possibly decorations should be planned and prepared well in advance to ensure that everything runs smoothly on the day of the event. Access, parking and cloakroom facilities must also be included in the planning. Professional moderation can be considered to ensure that the evening does not lose momentum after the welcome or to bridge smaller breaks in the programme.

What organisers need to bear in mind at Prolight + Sound:

• You can register your stand party in the Shop for Exhibitor Services
• Stand parties can only start after the trade fair closes, i.e. at 18:00 at the earliest. The end time depends on the trade fair in question.
• The number of your guests is only limited by the space available. No guests are allowed in the aisles or neighbouring stands. For security, one security employee per 100 guests must be ordered at least 22 days before the event. After that, an express surcharge of 25% will be payable for the service.
• Order a stand cleaning service if required.
• Use the services of our in-house service provider Accente or book an external caterer. In the latter case, apply for an entry ticket for the exhibition centre.
• So that guests invited to the stand party who were not trade fair visitors can enter the grounds, send tickets via the ticket services for exhibitors.
• The cloakrooms are open until 19:30, after which all unclaimed clothing will be taken to the collection cloakrooms. These are open until 21:00.
• Registration with GEMA is required for the playback of copyrighted music
• It is possible to take out liability insurance for your stand party

Why organise a stand party? A unique opportunity to present your company

The location is a key aspect that makes stand parties a unique experience. This is because the parties often take place directly at the organising exhibitor’s stand (or in a specially designated area on the exhibition grounds). This allows exhibitors to present their products and services in an informal setting, but also to skilfully showcase the company itself and ensure that they are remembered by guests with a successful presentation. A well-organised event can positively influence the perception of the brand, establish it as dynamic, hospitable and customer-oriented and help it to stand out from the competition. In order to achieve the desired effect, it is therefore advisable to ensure that the design of the area not only creates a generally inviting ambience, but also conveys the character of the brand.

Networking at stand parties

Stand parties also provide an ideal platform for professionals, customers and interested parties to network in a relaxed yet professional environment. Unlike conventional business meetings, stand parties allow participants to have informal as well as personal conversations. Especially at a trade fair, where it is highly likely that all attendees have at least one common theme, this is a great way to make new contacts or strengthen existing relationships. The relaxed atmosphere helps to break down barriers and encourages open discussions and the exchange of ideas.

Effective networking at stand parties requires a balance between a professional demeanour and the ability to communicate on a personal level. This not only fosters business relationships, but can also build long-term partnerships and trust. In a world where business relationships often make the difference between success and failure, networking at stand parties is an essential tool for any organisation.

Well catered for: catering and entertainment

As at other festivals, stand parties should not lack food and drink. After all, after an eventful day at the trade fair, everyone is looking forward to some refreshments and a good mood. Appropriate catering and entertainment therefore play a central role in organising a successful stand party. A careful selection of food and drinks that are tailored to the guests’ preferences not only creates an inviting and pleasant atmosphere, but also supports the image of the organising company. From finger food and canapés to themed buffets and exclusive dishes, the catering should impress guests and at the same time ensure relaxed conversation. To create an unforgettable experience, there should also be plenty of entertainment on offer. Live music, DJs, performances or interactive activities can all add energy to transform the event from a snack stand into an experience to remember.

Your stand party at Prolight + Sound 2024

Here you will find a checklist for planning a stand party at Messe Frankfurt.