Practical tools for travel agencies, hotels, guides, destinations and tourism startups preparing a trade fair. Use the checklists to organise the weeks before, during and after the event, copy the message templates to book meetings, and check the glossary when an industry term is unclear. Each resource links to a detailed guide.
Start by choosing an event in the tourism fair calendar, then work through these lists.
These are reusable templates. Text in square brackets, such as [Name], [Company] or [Fair name], marks a field you replace with your own details before sending.
For: Agencies, hotels, guides, app builders
Template — replace the fields in [brackets]
Hello [Name], I'm [Your name] from [Company] — we [one-line value prop, e.g., 'sell Morocco programs to French agencies']. I saw you'll be at [Fair name] for [their program]. Could we meet for 15 minutes at your booth on [day, time slot]? Short presentation: [link] Calendar: [link] Thank you!Full guide: WhatsApp message to ask for a meeting
For: Anyone reaching out to a fair exhibitor
Template — replace the fields in [brackets]
Subject: 15-min meeting at [Fair name]? Hi [Name], I'll be at [Fair name] from [date] to [date]. I noticed [specific fact about their company]. We run [your business] focused on [your niche], with [1 concrete result]. Could we meet for 15 minutes at your booth on [day, time slot 1] or [day, time slot 2]? I'll come prepared with [concrete proposal / sample contract / FAM-trip outline]. Best, [Your name] — [Role] — [Company] [LinkedIn] · [Calendar]Full guide: how to contact exhibitors before the fair
For: Travel agencies and DMCs
Template — replace the fields in [brackets]
Hi, I'm [Name], founder of [Agency], a B2B agency in [City] selling [destination] programs to [target market]. We grew [X]% last year focused on [niche, e.g., cultural and gastronomy circuits]. I'd love to know if you're looking to add [destination] to your 2026 catalog.Full guide: present your business in 30 seconds
For: Hoteliers
Template — replace the fields in [brackets]
Hi, I'm [Name], GM of [Hotel] in [City] — a [size]-room boutique hotel rated [score] on Booking. We just launched private experiences for European operators: [3 examples]. Are these the kind of products your clients are asking for?Full guide: present your business in 30 seconds
For: Travel-tech founders
Template — replace the fields in [brackets]
Hi, I'm [Name], CEO of [App] — [one-line description, e.g., 'an audio-guide app powered by AI']. We're live in [X cities] with [Y users], and just signed [notable client]. We license to DMOs at €[price]/month. Does your destination already have a digital guide?Full guide: presenting tourism apps to agencies and destinations
For: Destinations, tourism boards
Template — replace the fields in [brackets]
Hi, I'm [Name] from [City Tourism Office]. We're a [angle, e.g., 'gastronomy-led mid-size city'] — we welcome [X] visitors and have [Y unique products: Michelin restaurants / UNESCO heritage]. We're looking for [tour operators / airlines / film commissions] to grow [niche]. Could we book 20 minutes for a destination presentation?Full guide: how cities use tourism fairs to promote themselves
For: Everyone, post-fair
Template — replace the fields in [brackets]
Subject: Great to meet at [Fair] — [your topic] Hi [Name], It was a pleasure meeting you at [Fair] on [day]. As discussed, [one specific thing you talked about]. As promised, I'm attaching [document/link]. Concretely, I'd suggest the next step would be [specific proposal — call / pilot / contract]. Available for 20 minutes on [date 1] or [date 2]? Best regards, [Name] [Calendar]Full guide: how to follow up after a fair