Trade show success doesn’t begin on the show floor—it starts in your audience’s inbox.
At ProExhibits, with nearly four decades of experience creating award-winning trade show exhibits and experiences, we know how to draw a crowd. We’ve helped companies of every size turn trade show investments into high-impact results. One of the most effective and often underused tools to build pre-show momentum is the trade show invitation email.
Whether you’re reaching out to prospects, clients, or partners, the right message at the right time can dramatically increase booth traffic and conversions.
Here are 10 field-tested email templates to help you drive interest, schedule meetings, and build buzz before the doors even open.
Best Practices for Trade Show Invitation Emails
Before we get to the templates, keep these essential tips in mind:
- Lead with value – Focus on what the recipient will gain by visiting your booth.
- Keep it concise – Trade show emails should be short, direct, and easy to scan.
- Use a strong CTA – Guide readers to schedule a meeting, attend a demo, or simply stop by.
- Add visuals – A clean image of your booth or product can boost engagement.
- Include your registration link – Especially if it includes a discount or complimentary pass.
10 Effective Trade Show Invitation Templates
You can use these templates as-is or adapt them to suit your audience, product, or brand voice.
1. General Invite to Existing Contacts
Subject: We’re Exhibiting at [EVENT]—Let’s Reconnect
Email:
Hi [First Name],
We’re excited to announce that [Company Name] will be exhibiting at [EVENT] this [Month]. If you’ll be there, we’d love to see you.
Stop by booth [#] to say hello, explore what’s new, and learn how we’re helping teams like yours [insert key benefit].
Looking forward to reconnecting.
– [Your Name]
[Title], [Company]
2. Cold Outreach to New Prospects
Subject: Discover Smarter [Industry] Solutions at [EVENT]
Email:
Hi [First Name],
Will you be attending [EVENT] this year?
We’ll be at booth [#], showcasing new ways to help [target audience] solve [pain point]. From product launches to expert insights, there’s plenty to explore.
We’d love to introduce ourselves in person.
– [Your Name]
[Company]
3. Reconnect with Past Visitors
Subject: Let’s Catch Up at [EVENT] – Booth [#]
Email:
Hi [First Name],
It was great meeting you at [EVENT] last year. We’re excited to be back and would love to show you what’s new.
Visit booth [#] to see our latest offerings and updates. We’d enjoy reconnecting.
– [Your Name]
[Company]
4. Product Demo Invitation
Subject: See [Product Name] in Action at [EVENT]
Email:
Hi [First Name],
We’re hosting live demos of [Product Name] at booth [#] during [EVENT], and you’re invited.
Join us to see how it helps [target audience] achieve [key benefits]. Demos run daily at [times]—feel free to drop in or schedule a time that works best for you.
Hope to see you there.
– [Your Name]
[Company]
5. Invite to Schedule a Meeting
Subject: [First Name], Let’s Meet at [EVENT] – Book Your Time
Email:
Hi [First Name],
If you’re attending [EVENT], we’d love to connect. We’re opening our calendar for 1-on-1 meetings to discuss how we can help you with [specific challenge or solution].
Reserve your spot here: [Calendar Link]
Looking forward to a conversation.
– [Your Name]
[Company]
6. Prize Giveaway Invitation
Subject: Stop by Booth [#] at [EVENT] for a Chance to Win
Email:
Hi [First Name],
We’re raffling off [Prize Name] at [EVENT]—just stop by booth [#] to enter.
While you’re there, take a look at our latest solutions and meet the team. We’d love to show you what we’ve been working on.
– [Your Name]
[Company]
7. Invitation to VIP Event or Reception
Subject: You’re Invited: Exclusive Reception at [EVENT]
Email:
Hi [First Name],
We’re hosting a private networking event during [EVENT], and you’re on the guest list.
Join us for an evening of conversations, industry insights, and refreshments. Space is limited, so be sure to RSVP soon.
Details and RSVP link: [Link]
Looking forward to seeing you there.
– [Your Name]
[Company]
8. Early Access Product Preview
Subject: Be the First to See [Product Name] at [EVENT]
Email:
Hi [First Name],
We’re excited to debut our latest innovation, [Product Name], at [EVENT]. You’re invited to get a first look before it hits the market.
Visit us at booth [#] for an early preview and to speak with our product team about how it can help you [benefit].
– [Your Name]
[Company]
9. Educational Session or Speaking Engagement
Subject: Join Our Live Session at [EVENT]
Email:
Hi [First Name],
We’re excited to be presenting at [EVENT] on the topic of [Session Title].
Here are the details:
Session: [Title]
Date: [Date]
Time: [Time]
Location: [Room or stage]
Stop by for valuable insights and come visit us afterward at booth [#].
– [Your Name]
[Company]
10. Final Reminder Email
Subject: [EVENT] Starts This Week – Visit Us at Booth [#]
Email:
Hi [First Name],
The show is almost here! If you’ll be at [EVENT], don’t miss the chance to visit [Company Name] at booth [#].
We’ll have live demos, expert conversations, and a chance to win [Prize Name]. If you still need a pass, use this link for a discounted registration: [Promo Link]
See you soon.
– [Your Name]
[Company]
Bonus Tips to Maximize Email Impact
- Segment your audience – Tailor each message for prospects, clients, past leads, or partners.
- Time your sends strategically – Start 4–6 weeks before the event and follow up every 7–10 days.
- Make it mobile-friendly – Use short paragraphs, bold CTAs, and easy-to-read formatting.
- Include your booth location clearly – Always remind readers where to find you.
- Follow up post-event – Keep the momentum going by nurturing booth visitors and new contacts after the show.
Let’s Make Your Next Show a Success
If you need a more hands-on, tailored solution, reach out to us at ProExhibits. We’ll turn your ideas into a converting reality—from strategy and design to full-service execution.
