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Trade show week hospitality: 6 VIP Ways to impress clients and partners
Trade shows aren’t just about products, demos, or foot traffic. They’re one of the best opportunities to strengthen relationships with clients and partners. It’s rare to have so many valuable connections in the same city, at the same time, and already in the mindset to talk business.
This is your moment to make them feel valued.
Whether you're meeting long-time clients or hosting high-potential partners, a thoughtful experience can reinforce trust, spark new opportunities, and set your company apart from competitors. Here are six modern, memorable ways to give your VIPs an experience they’ll remember long after the trade show ends.
1. Host a Post-Show Mixer or After-Party
An after-party is a classic for a reason: it works.
Book a private space at your host hotel or a nearby venue and plan a casual, relaxing environment where clients and partners can unwind after the show. Many hotels offer on-site event planners who can manage details for you, freeing your team to stay focused on exhibiting.
Want to make it even more memorable? Choose a simple theme that fits the location or your brand. A well-executed theme adds personality and makes the night feel intentional rather than generic.
2. Treat Them to a Dinner They’ll Remember
If a large event isn’t in the cards, take your top clients out for a quality dinner in the city.
Choose a restaurant with a private dining room or a quiet corner that allows for conversation. When the drink menu arrives, let your guests lead. Never push drinks, and never out-drink your client. Your goal is connection, not competition.
Thoughtful hospitality leaves a lasting impression—especially during busy trade show weeks.
3. Add Quick VIP Touches to Elevate Client Experience
Not every VIP moment requires a major budget or a big event. Sometimes the most memorable gestures are simple, thoughtful, and easy to execute during a busy show week.
Consider adding small touches like personalized welcome bags, coffee vouchers, priority seating at your booth, or a quick handwritten note inviting them to stop by.
These lightweight enhancements show intention, make clients feel valued the moment they arrive, and elevate the overall experience without adding stress to your team.
4. Create a Luxury Moment With a Yacht or Water Cruise
If the show is in a waterfront city, this can be a standout experience.
Renting a small yacht or booking a sunset cruise offers a high-end, unforgettable environment for top-tier clients and partners. Many charters include light catering and staff, so you can focus on conversations instead of logistics.
A relaxed evening on the water gives your guests an experience they’ll associate with your brand long-term.
5. Host an Outing at a Local Sporting Event
If your audience prefers something fun and low-pressure, a sports suite is a perfect balance.
Reserve a corporate suite at a local stadium and give your clients a chance to unwind with food, drinks, and a great view. This type of VIP experience feels approachable but still special—ideal for clients who appreciate something a little less formal.
And after a long day on the show floor, few things hit the spot like a cold drink and a game.
6. Give VIPs a Premium Experience Inside Your Booth
VIP treatment doesn’t require a big event. You can deliver a strong experience right inside your booth.
Set up a small meeting area or lounge space where top clients can sit, recharge, and talk away from the main traffic flow. Offer cold beverages, light snacks, or a comfortable place to take a quick break.
Before the show, send personal invitations to key clients and partners letting them know you’d love to meet with them at your booth. You can also prepare exclusive VIP gift bags for high-value guests.
These small touches show thoughtfulness and elevate your booth presence.
Conclusion
Whether you host an after-party, organize a special outing, or simply create a premium experience inside your booth, the goal is the same: show genuine appreciation and create a moment they’ll remember.
A little planning goes a long way. Use the ideas above to make your clients feel valued, energized, and excited to keep working with your team.
About Ace Displays
In 2006, Ace Displays was founded in Southern California with the desire to provide quality products at competitive prices with the fastest delivery times in the industry. We believe purchasing an event display and its accessories should be an easy and exciting experience. Leveraging our short lead times to differentiate ourselves, we exist to connect people by providing event solutions that create conversations and lasting impressions.
Our Mission
Our mission is to provide the best event & trade show displays at budget-friendly prices with unparalleled service to ensure we exceed our clients expectations and to foster an environment our employees are proud to work in.
The Ace Method
We are excited to work with you - from meeting your budget to meeting your deadlines - we will help you create a display that looks great and asserts your presence. To aid in what can be a rather laborious process, Ace has developed a 6-step method to get you a display quickly and easily so you can focus your time on other areas of your business and upcoming events.