Trade fairs
Canton Fair buyer checklist and worksheet
Come home with more than business cards. Record which product you discussed, what the price includes and what the supplier has agreed to send next. The Canton Fair buyer guide covers dates, product categories and buyer badges. This three-page worksheet gives you a trip plan, a supplier record and a side-by-side comparison.
Before booking and registration
- Match your products to the official phase list. Record the phase dates and the halls you need before booking flights or a hotel. Official phase dates and product categories
- Shortlist exhibitors in the official product search. Save the company, product, hall and booth; ask priority suppliers for a meeting time. Search official exhibitors and products
- Check whether your existing buyer badge is valid and which documents apply to you in the current overseas buyer badge guide. Current overseas buyer badge instructions
- Pre-register in the official Buyer Service System and save the QR-code receipt where you can open it offline.
- Check entry permission for each part of your route, including any Hong Kong or Macao stop, before paying for travel. Arrival and phone/payment setup
Before you travel
- Prepare your original passport, business card, receipt and any extra documents required by the current badge guide.
- Save the exhibition area, entrance, badge office and hotel address in Chinese. Keep the hall map and route available offline. Official hall map
- Confirm your meeting time, contact and working language. Send the product brief, drawings or sample references first; agree who arranges an interpreter if needed.
- Prepare phone data and payments. Confirm the hotel booking and who handles accommodation registration.
- Check NZGBA's Events page for gatherings during your trip. If you plan to attend, save the address and follow the registration instructions. See NZGBA Events
At the booth: get a quote you can use
- Identify the exact model and version. Record materials, dimensions, finish, colour, electrical specification or other features that affect your order. Link photos and sample references to that record.
- Ask for the currency, unit price, order quantity and minimum order. Find out where that price gets the goods to: which delivery term and location are quoted, and which transport or handling charges are included? Record payment terms and when the quote expires.
- Ask for units per carton, carton dimensions and gross weight, plus retail packaging, labels and any packing charge. These are inputs for a freight quote, not just product details.
- Separate sample timing from production lead time. Ask what starts the clock: deposit, artwork approval or sample approval. Record the proposed dispatch date and who confirms it.
- Ask for a sample matching the proposed specification, its cost and shipping arrangements. List the test reports or product documents you need to check for New Zealand supply, and who will send them.
Follow up with a clear brief
- Send shortlisted suppliers the same product brief and order quantity. Ask for a written quote confirming the model, packing, included costs and production time you discussed.
- A lower unit price may leave you paying more elsewhere. Compare currency, quantity, delivery location and included charges, then add freight, duty/GST and sample or testing costs. For example, a fictional US$8 quote with delivery to a port cannot be compared directly with a US$7.50 quote that leaves collection to you. First find out what each price covers.
- Write the next action against each open point: the document or sample required, who will provide it, and the date you expect it. Keep the answer with the matching supplier and product reference.
Supplier quote and sample record
Use one copy of page 2 for each supplier and product. Page 3 compares two offers and records the follow-up work.
The PDF has writing space for specifications, quote terms, packing, timing, samples and outstanding documents. Use the same product reference on every photo, quote and message.