Planning is what sets an exhibition success apart from a complete disaster. If you have an exhibition preparation checklist can help you ensure it all goes smoothly and also avoid expensive mistakes.
For a successful trade show, here is Generation Exhibitions’ planning checklist.
The Essential Exhibition Planning Checklist
The key to planning a great exhibition attendance is starting as early as possible. Generally, you should start planning and preparing at least 18 months in advance to make sure you don’t miss out on any important deadlines.
Here is timeline of the full exhibition planning process, you can follow when preparing for your next event:
18 to 12 Months Before the Show
Reserve Your Spot
The first step to every exhibition is booking your slot at the event. The best exhibition stand spots sell out quickly, so make sure you book as early as possible.
Set Your Objectives
Make sure to be clear about your goals for the exhibition and how they fit within your broader marketing plan. This will help you make better decisions along the way.
Decide Your Budget
Think about the return on investment you want and set a realistic budget to achieve it. When planning your budget ensure to account for any “hidden costs” such as lighting, power points, rigging, etc.
Review Your Paperwork
Read all the fine print. Review the requirements and take note of all the deadlines to make sure you don’t miss anything.
12 to 9 Months Before the Show
Plan Your Exhibition Stand Brief
Once you’ve reserved your spot, know what you want to achieve and have signed off your budget, it’s time to start thinking about your exhibition stand. Consider the type of stand you need. Do you need spaces for meetings? Do you require demonstration stations? Or maybe you want big screens for video demos?
Make a list of everything you want included in your stand. If your budget allows for it, we always recommend a bespoke exhibition stand design. This way you can ensure you get everything you need from your stand.
Choose Your Exhibition Stand Contractor
Write a concise brief with your exhibition stand requirements and start shopping around for a contractor who can fulfil your needs. It’s important to find exhibition stand designers who can take care of the whole process for you – from design to completion.
Here at Generation Exhibitions we do just that. Our experienced team will work with you to nail every aspect of your stand design, before sending the finished version to our stand builders. We will also expertly manage all logistics to take the stress off you. Find out more about our services and what we can do for you.
6 Months Prior to the Show
Prepare Product Samples and Freebies to Give out
Give yourself plenty of time in advance to plan what freebies you want to give out during the event and prepare them. Make sure you consider eco-friendly merchandise options, if sustainability is important for your company.
Sign off Your Exhibition Stand Design and Plan the Finishing Touches
Finalise the design with your exhibition stand builders. Your designer should also provide you with a 3-D render of what your stand will look like when it’s built. Don’t forget to plan all the finishing touches like the lighting, audio-visual elements and any furniture you need for your stand.
Choose Your Exhibition Team and Book Accommodation
As a general rule of thumb, you will need at least three people on the day. Depending on the size of your stand, however, you might need more. Choose people who are enthusiastic and have good people skills.
Once you have chosen your team, sort the travel arrangements and book your accommodations. Hotels near the venue are likely to book out quickly so plan well in advance.
3 Months Prior to the Show
Let Everyone Know You’re Exhibiting
Maximise your success by generating interest. Let your audience know when and where you will be exhibiting on your social media and start promoting the event in your regular marketing activity.
Confirm Travel Arrangements, Accommodation and Logistics
To give yourself peace of mind, it’s always good to confirm your bookings. Make sure to also confirm logistics with your exhibition stand builders. Full-service companies like us at Generation Exhibitions arrange all logistics for you, so you can focus on preparing your team for the event.
The Final Month Before the Show
Set up a Way to Collect Customer Information on the Day
Having a reliable way to capture contact information on the day is essential for a business success. Set up a smart way to capture leads, for example a prospect sheet or a strategically placed QR-code, visitors can scan to check in.
Prepare Your Exhibition Team
Ensure your whole team is aware of the objectives and plan for the day of the event. Prepare open-ended questions to engage stand visitors and ensure everyone can answer product or service-related questions.
Check Logistics with Your Exhibition Stand Builder
Go over all the arrangements with your exhibition stand builders to make sure everything is on track and ready for the day.
Need Help Planning Your Exhibition Stand?
If exhibition stand design seems overwhelming even with an exhibition event checklist, maybe Generation Exhibitions can help. With years of experience in exhibition design and build, we work internationally to help businesses showcase their brand at events of all scales.
Whether you want to exhibit in the UK, USA or even Dubai, we’ll be happy to support you. From drawing the initial sketch to installing your stand on site, our team will take care of all logistics for you.
Send us your brief today and book an initial consultation with our team.
