How to get most out of your trade fair and sourcing trip to China?

With the period of the autumn trade fairs in China insight, purchasers from all over the world are packing their suitcases again for another sourcing trip to China. The trade fair period in China mainland and Hong Kong (SAR) is often considered the most popular time to combine visiting current suppliers and to source factories and products on trade fairs. However, how do you get most out of your sourcing trip to China?

Download the full 19-subject mindmap for your sourcing and trade fair trip to China here.

19-subject Mindmap for an effective sourcing trip to China

As most of the sourcing trips to China are short visits and limited to a certain amount of days, your whole planning and expectations will need to be successful to head home fulfilled satisfaction. When a sourcing trip have not been successful it can cause big delays in the development of your product or project. As it is not an easy arrangement to visit China, heading home without the result needed causes:

– Delay of your product launch or project
– Costs made but no success
– Additional costs for another sourcing trip to China
– Comments of your boss or client
– Difficult communications from a distance instead of while being in China

Also, misunderstandings or compromises can lead to financial losses. Ineffective meetings, no time for relationship building or limited time to judge and asses a factory well enough all are variables that will influence the future cooperations and outcomes. Haste makes waste, especially in international business where small mistakes can lead to big financial damages.

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1. Appointments made upfront

When arriving in China, it is more difficult to source online (China firewall) or comes in contact with companies. As the country doesn’t have many English speakers, you may be able to move within the country but not effective. Make sure you have contacts and appointments already set before you arrive in China. Have your sourcing trip ever been effective without any appointments made?

2. Preparation technical documents and specifications

Make sure that you are well prepared when you meet with factories during your sourcing trip. Make sure you know every detail and little aspect of the product you are looking for. Make specifications and requirements visible by documenting all details. Create technical files from technical specifications to be able to discuss with engineers about the product.

3. Preparation of professional materials

Make sure you can provide professional useful designs so that suppliers can have a practical impression about what is required, instead of an imagination from a general picture. Information such as measurements, colour codes, material names or examples, 3D files and more. These preparations will prevent a lot of misunderstandings, but also saves you the situation of “not having the right documents with you so I will send you after the trip”. Will professional materials make a difference compared to basic incomplete images or sketches?

4. Preparation of samples and examples

Make sure you have discussed with factories what your visit will be about upfront. Make sure they already have received all requirements and documents. Try to let them make samples or prepare answers before your visit. Your visit will, in this case, be effective. If there is nothing prepared, your visit will be just a talk and a waste of time of your valuable sourcing trip. Encountered this kind of situation? Then you can probably share this opinion.

5. Travel and source independently

It might be handy to travel independently to and in China. It is commonly seen that buyers are using their current suppliers for moving around China. To visit China you need an invitation letter, transportation and/or assistance. All help that is easily arranged by current suppliers. It is handy and convenient, as finding an independent invitation letter for your visa or arranging independent transportation might be a hassle. This makes you depend and morally required to spend a big part of your time with those inviting suppliers. Wasting valuable time and spend more time with your current suppliers than actually sourcing on your trip in China.

Very handy sourcing mindmap for your sourcing trip or trade fair visit in China Click To Tweet

6. Aware of risks

Doing business and especially sourcing in China have different kind of risks during to differences in culture, mindset and business mentality compared to for example Europe. Differences which might make the Chinese company thinking and acting completely different than you would. Being aware of those risks is key to making sure your sourcing trip will be effective. Know and recognize these risks. Don’t waste time with manufacturers or candidate partners which are not suitable for you. Do you know your sourced factories are suitable?

7. Aware of yourself

Do you know enough about your product and quality? Can you tell the factory exactly in every detail, part and quality what you want them to produce? You can never blame a factory of not delivering a product as expected if you could not detailly explain what you expected from them.

8. Aware of your knowledge position

Are you looking for a factory who knows more than you about the product because you don’t know much? In this position you are vulnerable. As you have to trust on a party from which you can not judge if they know enough about producing your product. You can’t confirm a production if you don’t know what the production should do. Of course, it might need to come from both sides, but who to blame afterwards?

An effective sourcing trip is only profitable if you found a factory who can produce exactly what you are looking for. Make sure you can explain your requirements to the factory in every detail of performance, quality, parts, material and more. Also, let the factory confirm those requirements and show that they are capable during your sourcing trip to China.

9. Verify with who you are doing business

The “who” doesn’t mean here with which “person” but with which company are you doing business. Verify the company to make sure it is the company that it pretends to be. Make sure you verify the address, registered capital, size and business scopes before you arrive at the factory. Further in point 10, more about how to verify the factory on-site during your visit?