Tradeshow & Event Standards

Trade shows are where most of our customers meet RPGMotor Works in person, often for the first time. At Hannover Messe, automatica, SPS, IMTS and the rest of the calendar, the booth, the people on it and the hardware on display all have to tell the same story: careful engineering, clear answers, nothing for show. Every booth is built from the modular RPG booth system and planned with the Events team, whatever its size.

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Derek Tran, Events Manager, owns the show calendar and the booth inventory. Book a show through him at least six months out so we can reserve space, ship hardware and staff the stand.

Divisions and channel partners that exhibit on their own still follow these standards and send booth drawings to Brand for approval.

Booth activity

A booth is a place for conversations with customers. Everything on it should help start one or finish one.

Keep at least one live demo running at all times, with a staff member beside it who can explain what it's doing and why it matters for the visitor's application. Greet people at the edge of the booth, not from behind a counter, and ask what they build before you talk about what we make. Don't eat, sit on display furniture or work on laptops in the open booth. Step into the meeting room or the back-of-house area to take calls.

Storage and back-of-house

Most booths in the RPG system have a lockable storage room behind the rear wall, and that room is the only place for anything that isn't on display. Crates, empty cartons, spare literature, coats, bags, food, drinks, cleaning supplies and tools all go in it, and its door stays closed whenever the booth is open. Nothing is stored under demo tables, behind graphics panels or in the meeting room, even for a few minutes. Keep the room orderly enough that a colleague can find the spare encoder cable or the backup laptop without unpacking everything. Label every crate with the show name, the crate number from the packing list and its contents, so teardown runs in reverse order without guesswork. Prototype hardware, AeroX samples and anything marked confidential stays in a locked case in the storage room until it goes on display, and goes back in that case at the end of each day. Booths without a storage room get a lockable cabinet from the booth inventory instead: put it at the back of the booth, face its doors away from the aisle and apply the same rules.

Pre-show and daily checks

The show lead walks the booth with the build crew the day before opening and signs off against the booth drawing. Check that every graphic panel is the current version from the brand portal, hung straight and free of creases, fingerprints and tape. Every demo has to run for an hour without a fault, with all cables tied back and covered. Lighting has to be aimed at the products, not at visitors' eyes. Price lists, internal documents and draft datasheets must be out of sight. Report anything that doesn't match the drawing to Derek Tran the same day, since most fixes are only possible before the hall opens.

Each morning, at least 30 minutes before the doors open, the first staff member on site repeats a short version: wipe down the product displays, restock literature, charge the BoothScan tablets, run each demo through one full cycle and clear anything left from the evening before. At close, power down the demos, lock the storage room and take valuables back to the hotel.

Standard trade show protocols

Purpose

This standard covers how RPGMotor Works plans, staffs and runs trade shows, from a 3 x 3 m stand at a regional fair to the main booth at Hannover Messe. It applies to employees, channel partners exhibiting under our brand and the agencies that build for us.

Owner: Derek Tran, Events Manager. Questions go to marketing@rpgmotor-works.com.

Show calendar

The global calendar is set every September for the following year. Core shows are Hannover Messe, automatica, SPS, IMTS, Automate, EV Tech Expo Europe, MD&M West, Drives & Controls and IMTEX.

Divisions can propose additional shows by 1 October
Shows added later need a business case and a budget owner

Planning timeline

Working back from opening day

6 months: space booked, booth size and layout agreed
4 months: products and demos chosen, hardware requested from the plants
3 months: graphics briefed; staffing plan and hotel blocks confirmed
8 weeks: final graphics approved by Brand, print files to Kessler Druck
6 weeks: hardware crated and shipped
2 weeks: staff briefing, BoothScan accounts set up

Booth system and graphics

Booths are built from the modular RPG booth system: Stator Navy walls, Aluminium frame, white ceiling ring with the horizontal logo. Back walls carry one message per panel and one large product image.

Logo high on the back wall and on the ceiling ring, visible from 30 m
RPG Red under 15 percent of any wall
Panel copy no longer than 12 words

Product displays

Show fewer products, better. Each plinth holds one product family, lit from above, with a short label giving the family name, the key figure and a QR code to the product page.

Sectioned motors are the best display we have; ask the plants early
Never show a product that isn't released without written approval from the division head

Live demos

Demos show a motor doing a real job: a RoboTorq arm picking parts, a ServoXcel axis running a tight motion profile, DriveSense flagging a bearing fault before it fails.

Every demo has a trained owner on each shift
Guarding and emergency stops as on a customer line
Screens show live data, not looping videos

Booth staffing

Plan one staff member per 9 m² of open booth space, plus one engineer per live demo. Shifts run no longer than four hours on the floor without a break.

Sales reps, application engineers and product managers on every shift
A named show lead is on site from build to teardown
Staff for the last hour as well as the first

Staff briefing

Two weeks before the show, the show lead runs a one-hour briefing for everyone working the booth. It covers the key messages, the demos, lead capture, the meeting room booking system and who to call when something goes wrong.

Attendance is required. Staff who miss it watch the recording before they arrive.

Dress code

Booth staff wear the RPG event shirt in Stator Navy with the Rotor on the left chest, dark trousers or skirt and clean, closed shoes suitable for standing all day.

Two shirts per person per show day, ordered through Bluefield Merch
No other company or partner logos on clothing
Jackets in Stator Navy or charcoal on cold days

Badges and name tags

Wear the show badge and the RPG name tag at all times on the floor. Name tags show first name, last name and job title in Barlow SemiBold, with the Rotor on the left.

Order name tags with your shirt order
Never lend your show badge to anyone

Greeting visitors

Stand at the edge of the booth facing the aisle. Open with a question about the visitor's work, listen and then match a product or demo to what they told you.

Two minutes is enough to qualify a visitor; book a meeting if more is needed
Hand over to a colleague by name, never walk away mid-conversation

Lead capture with BoothScan

All leads are captured in BoothScan on the booth tablets or your phone. Scan the visitor's badge, then add their application, timeline, the products they asked about and the next step.

A lead without notes is not a lead
No paper forms, business card bowls or spreadsheets
Leads sync to the CRM each night and go to the owning sales rep the next morning

Customer meetings

Larger booths include a closed meeting room for pre-booked customer meetings. Book it through the show calendar. Walk-in use is allowed only when the room is free and the show lead agrees.

Meetings run no longer than 45 minutes
Clear the table and wipe the screen after every meeting

Literature

We bring little print. Each family has one A4 overview sheet; everything else is a QR code to the website. Keep a small stock of the current product catalog for distributors.

Print quantities agreed with the show lead
Leftover literature is recycled after the show, not shipped back

Giveaways

Giveaways come from the approved range at Bluefield Merch and carry the Rotor or the horizontal logo, never a product name.

Useful, durable items only: torque bit sets, cable ties, notebooks
No sweets, plush toys or single-use plastics
Hand them out after a conversation, not from a bowl

Social media at shows

Sofia Romano's team posts from the official accounts. Booth staff are welcome to post from their own accounts as long as they follow the social media guidelines.

Photograph the booth before the aisle fills up
No photos of customers without their permission
Never post prototypes, pricing or anything behind the storage room door

Competitors and press

Be polite to competitors who visit the booth, and keep the conversation general. Don't discuss pricing, roadmaps or customer names with them.

Send journalists straight to Tomas Krause, Head of Communications, or the press contact on the show schedule. Booth staff don't give interviews.

Health and safety

The show lead knows the hall's emergency exits, the nearest first aid station and the organizer's safety contact. Every live demo has an emergency stop that any staff member can reach in two steps.

Report any injury or near miss to the show lead within the hour

Teardown and return shipping

No one starts teardown before the hall officially closes. Pack in reverse order using the crate list, photograph each crate before it is sealed and confirm the return shipment with Events before you leave the hall.

Customer-owned or borrowed hardware goes back directly to its owner
Damaged graphics are logged for reprinting, not repacked

Follow-up within 48 hours

Every qualified lead hears from RPGMotor Works within 48 hours of the show closing. The owning sales rep sends a personal email that refers to the conversation in BoothScan and proposes a clear next step.

Generic thank-you mailers do not count as follow-up
Sales Directors review open leads one week after each show

Show report

Within two weeks, the show lead files a short report: leads captured and qualified, meetings held, cost per qualified lead, what worked and what to change next year. Events keeps the reports with the booth drawings for the next planning round.

Engineering Summit agenda

RPGMotor Engineering Summit 2026

Stuttgart headquarters, Building A Forum. Tuesday 16 June to Wednesday 17 June 2026.

Two days for customer engineers, channel partners and our own application teams to work through real drive problems with the people who design our motors. Sessions are in English. Registration is by invitation through your RPGMotor Works sales contact.

The hardware gallery in the foyer stays open both days, with sectioned motors from every product family and engineers from each division on hand to answer questions.

Day 1 morning: where motion is heading

08:30 Registration and coffee in the Forum foyer
09:15 Welcome from the Managing Director
09:45 Keynote: designing motors for twenty years of service
10:45 Break and hardware gallery
11:15 Panel: electrification in heavy equipment, with CargoMax and eMotion engineers
12:30 Lunch in the staff restaurant

Day 1 afternoon: technical tracks

Choose one track per session

13:45 Track A: servo tuning for high-dynamic axes with ServoXcel
13:45 Track B: thermal design for sealed BLDC motors
15:15 Track A: RoboTorq joint integration, from CAD to commissioning
14:45 Break and coffee
15:15 Track B: DriveSense condition data and what it tells you
17:00 Factory tour of the R&D test halls, groups of 12
19:00 Summit dinner

Day 2: hands-on labs

09:00 Lab 1: motor sizing workshop, bring your own duty cycle
09:00 Lab 2: encoder and feedback troubleshooting
10:30 Break
11:00 Lab 3: AeroX qualification process (restricted, cleared attendees only)
11:00 Lab 4: WindTurn pitch and yaw drive maintenance
12:30 Lunch and one-to-one engineering clinics
14:00 Closing session: what we heard and what we'll build next
15:00 Shuttles to Stuttgart Airport and the main station

Practical information

The Forum is a five-minute walk from the visitor car park. Safety shoes are provided for the factory tour and the labs; please bring your own if you prefer. Photography is not allowed in the test halls.

Tell us about dietary requirements when you register. Every session room has a hearing loop, and all slides are shared with attendees after the summit, except material from the restricted AeroX lab.

Questions about travel, hotels or accessibility: Derek Tran, Events Manager, marketing@rpgmotor-works.com, or the Germany switchboard on +49 711 555 0100.