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Hello! This is the J-Tradeshow Connect editorial team.

This time, we'll explain the proper etiquette for exchanging business cards at trade shows.

First of all, in Japan, a business card can be said to be a person's "face."
No matter how brilliant your product presentation is at a trade show booth, if you handle your business cards carelessly, it's not uncommon for it to give a bad impression and make you seem untrustworthy.

This article provides a thorough explanation of the fundamental steps to exchanging business cards at trade shows, helping you gain the trust of others and lead your business to success.

1. Essential Steps for Exchanging Business Cards

Step 1: Prepare a dedicated "business card holder".

In business settings, it's uncommon to take business cards directly from your wallet or pocket. Prepare a business card holder and keep it in your jacket's inner pocket so you can access it quickly.

Step 2: Hold it with both hands and pass it to the other person.

Hold your business card on top of your business card holder, facing the recipient so they can easily read it. When handing it over, hold the edges of the business card with both hands, clearly state your company name and your name, and offer it with a slight bow.

Step 3: Receive with both hands and read through carefully.

When receiving a business card from someone, always receive it with both hands. After receiving it, put it in a business card holder, not in your pocket or wallet. Also, if you don't know how to pronounce the other person's name, it's a good idea to confirm it.

Step 4: Place them on the table during the business negotiation.

When you sit down in the negotiation space within the booth, don't put away the business card you received immediately to avoid mistaking the other person's name.It is often placed on a table.If there are multiple people, it's a good idea to arrange them according to the seating order.

2. Digitalization of business card information at trade shows

In recent exhibitions, a system has become widespread where organizers use barcode scanners to read visitor lanyards (name tags/pass holders) worn around visitors' necks.
This is driven by the digitalization of event management, enhanced security, and clear marketing objectives.

• Stricter security measures and entry checks: This is to prevent unauthorized entry and to allow for immediate identification of "general attendees," "exhibitors," "VIPs," and "press (media)." At recent events, it has become standard practice to use completely different colored straps for each role so that they can be easily identified even from a distance.
• The spread of "contactless data sharing" using QR codes: At recent trade shows, the prevailing system allows customers to register their information instantly, instead of exchanging business cards, simply by scanning a QR code or barcode printed on their pass at a terminal in the exhibitor's booth.

3. Tips for acquiring business cards and digitizing them at trade shows.

At large trade shows, you'll exchange hundreds of business cards in a single day.
The important thing is how to make the most of the business cards (leads) you acquire. As mentioned earlier, at trade shows, systems where attendee badges are read using barcode scanners provided by the organizers are common, but "exchanging paper business cards directly with key people (decision-makers)" is a smart way to leave a lasting impression.

Having a system in place to immediately digitize business card information (through CRM integration) after the event concludes will dramatically increase the success rate of after-sales follow-up.

summary

Exchanging business cards is not just about exchanging contact information; it's the "first presentation" for building a partnership.
We hope you'll use the wonderful connections you make at the exhibition to drive business success.

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J-Tradeshow Connect compiles information on industrial trade shows held at major exhibition venues nationwide. You can search by date, industry, and keyword. Please use it for your trade show planning and site visits!
(J-Tradeshow Connect Editorial Team)