Cool Connections: How to Maximize Your Time at HVAC Trade Shows and Beyond

We can’t think of a better place to get the inside scoop on new tech, gather lots of swag, and meet dozens of industry peers than an HVAC trade show. But sometimes the sheer amount of people, booths, and information can be overwhelming, even to seasoned attendees. We spoke with some of our Account Executives at FTL Finance to gather their advice on maximizing the benefits of these shows and other networking opportunities. After all, they are experts at relationship-building and strategic planning.

Why Attend HVAC Trade Shows?

The HVAC industry is a competitive one, so you need to do more than just keep up with the basics. Trade shows offer excellent opportunities to learn about the direction the industry is heading. You’ll walk away with fresh ideas to improve your own operations and strengthen your business strategy.

Plus, everybody important in the industry will be there: manufacturers, wholesalers, distributors, contractors, tech vendors. We will likely be there too - look for the FTL logo and our smiling faces. And, of course, we’ll have swag for you.

FTL Account Executive Courtney Huels emphasizes the importance of these connection opportunities. She tells us, “The industry is ever-changing and by attending tradeshows, contractors and distributors can stay up to date on the latest technology, meet vendors that will help grow their business, and create long-lasting relationships.” The key is to be strategic about any trade show or networking event that you attend.

Before the Event: Strategy & Prep

Pick the right events — not just big ones. The AHR Expo is widely recognized as the top HVAC event in the U.S., drawing over 1,600 exhibitors and more than 50,000 attendees, which is impressive. But regional shows, distributor-hosted events, or specialized conferences can connect you with other high-value contacts. Be on the lookout for appropriate networking events in your region.

Set clear goals. FTL Account Executive Michael O’Riley recommends going in with a plan. “Take time to reflect on your organization's current needs and see if this event can lead to assisting with those needs.” Are you looking for new tech to make your business more efficient? Want to partner with a finance company (Look for FTL - did we mention the swag?!) Maybe you want to meet potential distributor partners or hire new talent. Setting specific goals ahead of time will help you make the most of your time.

Choose your own adventure. You have numerous options for the sessions you can attend and the booths you can visit, especially at larger trade shows. Reviewing the exhibitor lists and presentation schedule ahead of time can help you to prepare and use your time wisely. You can even reach out to priority contacts a few weeks in advance to reserve time slots with them. Go back to those goals you set. What will help you reach those goals?

Bring business cards. Don’t forget your business cards. We are starting to see many in the industry switching to digital cards, including QR codes, so you might want to consider making that transition or having both ready to go. The important thing is to be able to easily exchange contact information.

During the Event: Engage, Engage, Engage

HVAC trade shows and networking events offer ideal opportunities to connect with industry leaders and form partnerships that can help expand your business and maintain competitiveness.

What you will do during the event is, of course, based on those goals you set. You will rarely have the chance to meet so many industry peers at once, so you should take full advantage of the educational and social opportunities. Michael advises, “Seek out and speak with the folks on your list. Ask your questions and start the conversation. If you have any feedback about the product or service they provide, let them know! If it is a training, stick around and ask more questions if time allows. Use the event to nurture or grow relationships.”

Attend workshops and seminars. You’ve already picked out the ones that sparked your interest. Not only will these educational sessions help you stay informed about industry trends, but they also allow you to introduce yourself to other attendees and position yourself as a knowledgeable resource when talking with peers or customers.

Prioritize face-to-face conversations. This is where the magic can really happen. A meaningful conversation can go a long way in building trust. The connections you form in person can lead to stronger partnerships, new business opportunities, and a reputation that lasts well beyond the event. Courtney suggests bringing a notebook and pen, those business cards, and “an open mind because you never know who you will meet.”

Account Executive Andrew Lockman recommends attending evening events. “These fun activities are a great way to get to know people on a personal level,” he says. “It’s a much lower-pressure situation to talk with people, and often the conversation naturally turns toward business.”

After the Event: Don’t Let Them Forget About You

After large networking events like HVAC trade shows, you’re likely catching up on work you missed while you were traveling and wondering what to do with the six tape measures and eight mini flashlights you’ve collected. Try not to let these distractions keep you from following up with all the great contacts you made at the event.

Follow up fast.

Within 48 hours, send a personalized note referencing your conversation. Whether it’s a potential partnership, customer, or recruit, they will appreciate your follow-through. Social platforms like LinkedIn, Facebook or Instagram are excellent places to connect after an event. Send a quick message like this:

Hi [Name],

It was great chatting with you at [Trade Show/Event Name]. It is always interesting to listen to people talk about [specific topic...]. I'd love to stay connected on [platform name]. Or you can always reach me at [phone number].

Cheers,

[Name]

If you aren’t already on LinkedIn or Facebook, now is a great time to get started. Social media accounts help you and your company remain connected with industry partners, showcase your expertise, and stay visible to potential customers.

Evaluate What You Learned

Now that you are back home and recovering from all the handshakes and happy hours, you have some time to reflect on your experience. Compare what you achieved versus your goals. Did that pre-show preparation pay off? Apply these insights to maximize your experience at future HVAC trade shows and networking opportunities. We want you to walk away from every event - not just with a bag full of branded stress toys, socks, and notepads - but with lasting connections that will position you and your company for even greater success.