International Trade Marketing Toolkit

A Hot Tip about Trade Events in the United States

Posted on: 31 Jul 2010

Includes templates for an event flier, participation agreement, nameplate, directory, trade lead form, registration form, meeting brief, and a client impact statement.

International Trade Marketing Toolkit The International Trade Marketing Toolkit is designed to offer templates for event preparation, marketing, and documentation. Here you will find: ? Travel Checklist ? Trade Event Flyer Template ? Trade/Catalog Show Participation Agreement Template ? Industry Nameplate for Catalog Table ? Company Directory Template ? Trade Lead Form Template (English/Spanish) ? Trade Mission Registration Form Template ? Mission Meeting Brief Template ? Client Impact Statement Template Travel Checklist: Travel Checklist Travel request submitted and approved After travel is approved, book plane ticket and schedule lodging Passport, applicable visas and travel shots need to be administered Reserve transportation Itinerary (including hotel and plane ticket info) submitted to manager and copy for support staff Notation on personal calendar along with cell phone number Out of office assistant turned on Telephone forwarded to support staff Government identification card State tax exempt form (if applicable) Pouch for travel receipts Business cards Blackberry / cell phone Camera Laptop Projector Adaptor kit CD ROM containing all company information, marketing and contact information (i.e. brochures) Trade booth Company literature Product samples Follow-up form State map (display location) Flag placket w/US, State and local flag Company promotional items Friendship pins Gifts for foreign dignitaries / hosts Revision Date: Day/Month/Year Time AM/PM International Trade Marketing Toolkit Trade Event Flyer Template Map of Location Picture of Location Visually show Let us represent you at Show major destination of trip. S landmark that Political style how Name identifies the city. maps are most Loca tion(s) clear. Dates The Regional Market Provide a brief description of the market of interest. Explain why it is of importance and highlight its strengths. For example: The proposed Free Trade Agreement with Country is expected to increase trade and investment, lower trade barriers, boost the buying power of country consumers, and fuel demand for high-value U.S. imports. The market offers a population of # million and a $# billion market for U.S. exports. What is a Catalog/Trade Show? Explain what the event entails in case your potential client is unfamiliar. Include a list of all the services included in the event registration so participants clearly understand event benefits. For example: A catalog show is an inexpensive way to showcase your product in a new market. State Trade Managers participate with the U.S. Department of Commerce in regional markets to establish contacts on your behalf. This catalog show is open to all state businesses in all industries. Participation includes trade leads and commercial briefings on the local markets. State Exports to the market region, year of most recent data Country Annual Trade Statistics, Most Recent Data COUNTRY $##,### COUNTRY $##,### COUNTRY $##,### COUNTRY $##,### COUNTRY $##,### Participation fee: $### Sending product literature and samples are the responsibility of each participant. For more information, contact: Name, International Trade Manager Department/Office Name, Address, City, State ZIP Tel: (###) ###-#### Fax: (###) ###-#### E-mail: name@domainname.gov Registration Deadline: Month, Day, Year Attach logos of all event partners. Revision Date: Day/Month/Year Time AM/PM International Trade Marketing Toolkit Trade/Catalog Show Participation Agreement Template Participation Agreement Company Name ________________________________________________________________ Contact Name ________________________________ Title _____________________________ Address ______________________________________________________________________ Telephone ___________________________________ Fax _____________________________ E-mail ______________________________________ Website___________________________ 1. For the program handbook, please provide a brief description of the product(s) your firm would like to have represented (no more than 35 words): __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ 2. Please check all markets of interest: County (C1) County (C2) County (C3) County (C4) County (C5) 3. Letter code(s) best describing the business relationship sought by your company: A Sales agent or representative P Partnership or joint venture L Licensing agreement U End user, direct sales, or dealers D Distributor General 4. Product Categories under which your company is to be displayed (limit of four sectors per company). Your industry categories may vary?list what the trade show organizer denotes for the event publication. Parenthesis ( ) denotes best prospects. Agricultural Chemicals (B) Industrial Chemicals (CP) Air Cargo Services (C) Information Technology (V) Airport/Ground Support Equip. (V) Medical Equipment (CEP) Automotive Parts/Access. (CEV) Mining Equipment (BCP) Building Products (P) Oil & Gas Field Equipment (BCPV) Computer Hardware (C) Petrochemicals (BC) Computer Software & Services (CE) Plastics Materials and Resins (C) Construction Equipment (CE) Safety and Security (CP) Cosmetics and Toiletries (E) Services: Engineering, Financial, Electrical Power Generation (CV) Health Insurance (CEV) Engineering Services (V) Telecommunications (CE) Environmental Technology (CV) Textiles and Apparel (BCEP) Food Processing/Packaging (CP) Travel and Tourism (CEV) Franchising (E) 5. Participation fee: $### (Please enclose a check made to the "name of account where funds are deposited") Name, title ____________________________________________________________________ Signature _____________________________________ Date: ___________________________ Department/Office Name, Address, City, State ZIP Tel: (###) ###-#### Fax: (###) ###-#### E-mail: name@domainname.gov Attach logos of all event partners. Revision Date: Day/Month/Year Time AM/PM International Trade Marketing Toolkit Industry Nameplate for Catalog Table Cut and Fold. Revision Date: Day/Month/Year Time AM/PM Industry Name (Not the company name?unless it is an established brand the name does not communicate the product) Insert state seal/logo and/or name of the catalog show with dates Industry Name (Not the company name?unless it is an established brand the name does not communicate the product) Insert state seal/logo and/or name of the catalog show with dates International Trade Marketing Toolkit Company Directory Template Note: It is helpful to have all the companies you represent on one page. You can distribute it to people who are just fishing and save your catalog/sales literature for serious leads. It can also save on business cards and reduce luggage weight. Booth Name (State Delegation) 1. Company Name ? Contact Name, Title Mailing Address (as if sending from another country) Phone: +###-###-#### Fax: +###-###-#### Email: name@domain.com Website: www.domain.com Product Categories: Industry categories Description: Specific types of products Notes: One page is best (for photocopies), include contact information similar to what would be included on a business card. 2. Company Name ? Contact Name, Title Mailing Address (as if sending from another country) Phone: +###-###-#### Fax: +###-###-#### Email: name@domain.com Website: www.domain.com Product Categories: Industry categories Description: Specific types of products Notes: One page is best (for photocopies), include contact information similar to what would be included on a business card. 3. Company Name ? Contact Name, Title Mailing Address (as if sending from another country) Phone: +###-###-#### Fax: +###-###-#### Email: name@domain.com Website: www.domain.com Product Categories: Industry categories Description: Specific types of products Notes: One page is best (for photocopies), include contact information similar to what would be included on a business card. 4. Company Name ? Contact Name, Title Mailing Address (as if sending from another country) Phone: +###-###-#### Fax: +###-###-#### Email: name@domain.com Website: www.domain.com Product Categories: Industry categories Description: Specific types of products Notes: One page is best (for photocopies), include contact information similar to what would be included on a business card. 5. Company Name ? Contact Name, Title Mailing Address (as if sending from another country) Phone: +###-###-#### Fax: +###-###-#### Email: name@domain.com Website: www.domain.com Product Categories: Industry categories Description: Specific types of products Notes: One page is best (for photocopies), include contact information similar to what would be included on a business card. 6. Company Name ? Contact Name, Title Mailing Address (as if sending from another country) Phone: +###-###-#### Fax: +###-###-#### Email: name@domain.com Website: www.domain.com Product Categories: Industry categories Description: Specific types of products Notes: One page is best (for photocopies), include contact information similar to what would be included on a business card. Your Contact Information?Business Name International Trade Manager, Title (title must depict decision making authority) Mailing Address, City, State, Country Phone: +###-###-#### Fax: +###-###-#### Email: name@domain.com Website: www.domain.com Revision Date: Day/Month/Year Time AM/PM International Trade Marketing Toolkit Trade Lead Form Template Trade Lead Market / Mercado: Market 1 Market 2 Market 3 Market 4 Market 5 Company of Interest / Compañía de interés: A Company Name C Company Name K Company Name B Company Name D Company Name L Company Name G Company Name E Company Name O Company Name H Company Name F Company Name P Company Name M Company Name I Company Name Q Company Name N Company Name J Company Name R Company Name Completar esta sección o anexar su tarjeta de negocios Contact / Contacto: __________________________ Title / Cargo o Posición: _______________________ Company / Compañía : ___________________________________________________________________ Address / Dirección: _____________________________________________________________________ City, State / Ciudad, Estado: _______________________________________________________________ Postal Code / Codigo Postal: __________________ Country / País: ______________________________ Telephone/ Teléfono: ________________________ Fax: _______________________________________ E-mail: ____________________________________ Web address / Pagina Web: ____________________ Year Established / Año Establecido: _____________ Annual Sales / Ventas Anuales: $USD____________ Total Employees / Número de Empleados: _______ ¿Habla Inglés? Sí No Do you need financing assistance to import / ¿Necesita ayuda financiera para importar? Sí No Primary business / Negocio principal: Agent / Agente Manufacturer / Fabricante Consultant / Consultor Retailer / Vendedor Minorista Distributor / Distribuidor Wholesaler / Vendedor Mayorista End-User / Consumidor Other / Otro ___________________ Are you currently representing another company / ¿Otras companías o productos que representa? Sí No Nombres: _________________________________________ Región que representa:_________________ Sistema de distribución: __________________________________________________________________ Revision Date: Day/Month/Year Time AM/PM International Trade Marketing Toolkit Trade Mission Registration Form Template Name of Trade Mission DELEGTION INFORMATION Business Name: Primary Contact: Title: E-mail Address: Website: Office Phone: Cellular Phone: Will your cellular phone work outside of the United States? Yes No Do you have purchasing/selling authority? Yes No Other Delegation Members (please list): Name: Title: Name: Title: Name: Title: LOGISTICS Dates of Travel: Airport(s) you will be arriving/departing (please list): 1. Airline: Flight number: Arrival time: Departure time: 2. Airline: Flight number: Arrival time: Departure time: 3. Airline: Flight number: Arrival time: Departure time: 4. Airline: Flight number: Arrival time: Departure time: Hotel name and address (please let us know if you need reservation assistance): Do you need us to provide your transportation? Yes No Do you need translation services? Yes No Will you mail/bring product samples? Yes No Will you need any equipment for product demonstrations? Yes No Please explain: What are your goals for this mission? Page 1 of 2 Revision Date: Day/Month/Year Time AM/PM International Trade Marketing Toolkit PARTNER INFORMATION What type of a business relationship is your company seeking to establish on this mission? Agent Technical Exchange JV/Strategic Alliance Manufacturer's Representative Distributor Direct Sales to End User General Importer Other (Please specify) _________________ Do you currently export to this area? Yes No Does your company already have representation in this market? Yes No If so, please list each foreign company representing your company and the type of business relationship: Do you have specific companies that you would like us to contact? Yes No If so, please list their name and details as available. Do you have specific companies that you do NOT want us to contact? Yes No If so, please list their name and details as available. Please outline the criteria or skills your ideal business partner should possess. For example: English language ability, size, revenue, territorial market coverage, client base, investment, etc. Is your company willing to grant territorial exclusivity to an agent or Yes No Maybe distributor in this market? SPECIAL REQUIREMENTS Do you have any special dietary needs? Yes No Explain Do you have any allergies that we should be aware? Yes No Explain Other: Yes No Explain EMERGENCY CONTACT INFORMATION Name: Relationship: Address: City, State: Zip Daytime phone: Evening phone: Page 2 of 2 Department/Office Name, Address, City, State ZIP Tel: (###) ###-#### Fax: (###) ###-#### E-mail: name@domainname.gov Attach logos of all event partners. Revision Date: Day/Month/Year Time AM/PM International Trade Marketing Toolkit Mission Meeting Brief Template Meeting Briefing To: Party of Interest CC: All Staff Members From: Office Name Date: Day/Month/Year Re: Meeting Name Event / Meeting Name: Meeting Name Event Details Event Times: Month, Day, Year, Time, Site Information: Place/Hotel Contact Information: Mr. / Ms. Name Mobile: 011 ##-##-##-#### Attendees: Domestic Delegation (List names and titles) Attire: Business Staff/Travel Arrangements: Define staff or travel aide, mode of transit, vehicle Event Background: [Provide background on event or meeting, participants, and purpose of/for meeting; note any history such as MOUs that have been signed, former relationships, etc.] Remarks/Introductions: [Provide background on audience, expectations of remarks, information regarding format and setup] Meeting/Event Goals: [Define expected outcomes, specific points to address; list all talking points] Protocol: [Exchange gifts / marketing materials; state order in which to distribute by rank and who gets what] Revision Date: Day/Month/Year Time AM/PM International Trade Marketing Toolkit Client Impact Statement Template Note: In international trade (business expansion) assistance, it is often difficult to verify impact. Businesses are not mandated to disclose sales data. Unlike investment where you can verify capital investment, jobs created and wage rates, international trade professionals rely on their relationship and professionalism not to disclose proprietary information to get export results from clients. Therefore, an ?impact statement? offers a measure of satisfaction and results for services rendered. This is vital for performance based-budgets. Client Impact Statement TRADE COUNSELOR ____________________ _______________________________________________ COMPANY NAME ______________________________________________________________________ SERVICE PROVIDED ________________________________________ ___________________________ BUSINESS IMPACT Yes No N/A Did name of office services lead you to export? Did name of office?s services enable you to enter a new market? Did name of office?s services help you obtain export finance assistance? Did you generate sales through exporting? Estimated export sales over the next 12 months: US$___________________ CUSTOMER SATISFACTION Please rank your customer experience; 1 being least accurate and 5 being most accurate. 1 2 3 4 5 The information/assistance provided was very useful. The information provided was clear and easy to understand. The assistance provided was timely. The assistance provided was comprehensive. The name of office trade staff demonstrated a high level of professionalism. The trade counselor was knowledgeable on the subject matter. Working with the name of office has improved the efficiency of our international trade activities. I am likely to recommend the name of office international trade services. PLEASE DESCRIBE THE name of office GENERAL IMPACT ON YOUR COMPANY (I do / do not authorize the name of office to use these comments for publication.) Type text here. COMPANY NAME: ______________________________________________________________________ NAME / TITLE: _________________________________________________________________________ CLIENT SIGNATURE: _____________________________________ DATE: ______________________ Revision Date: Day/Month/Year Time AM/PM
Posted: 31 July 2010

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