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The Perfect Exhibition Checklist: Don't Miss a Thing!

Image source: starevent.vn Are you gearing up for an exciting exhibition? After months of meticulous planning, your show is just around the corner. But wait, there's still work to be done! Fear not, because we...

Exhibition Image source: starevent.vn

Are you gearing up for an exciting exhibition? After months of meticulous planning, your show is just around the corner. But wait, there's still work to be done! Fear not, because we have the ultimate exhibition checklist that will help you sail smoothly through the last few days of preparation.

Exhibition Checklist for Exhibitors

At [Our Company], we understand the hustle and bustle that comes with preparing for an event. As experts in designing, manufacturing, and installing over 600 exhibition stands every year, we know how crucial it is to stay organized in the days leading up to the big day. That's why we've created a free exhibition checklist template just for you.

This checklist has been meticulously crafted by our team of expert project managers, who boast over forty years of experience in meetings, incentives, conferencing, and exhibitions. With their guidance, you can rest assured that no detail will be overlooked.

What Should I Do Prior to an Exhibition Show?

In the final two weeks before your exhibition, make sure you have completed the following tasks:

  • Confirm all arrangements
  • Brief your trade show staff
  • Make necessary travel arrangements
  • Complete your pre-show marketing
  • Pack a bag with a trade show survival kit

Planning an Exhibition

Assuming you have already selected your booth staff, organized your exhibition stand, and sourced promotional items, our exhibition checklist will come in handy for the last two weeks of planning. During this time, you can expect to spend a significant amount of time on the phone, confirming all your bookings. It's also essential to ensure your exhibition stand staff are fully trained and ready to go. Additionally, make a final push with your pre-show marketing efforts and don't forget to pack your bag!

According to our project managers, there are thirty-six essential items that should be on your exhibition to-do list before the big day. So, let's dive into the details!

Call and Confirm

The most crucial task on your exhibition to-do list is to confirm everything. After months of hard work, you don't want any surprises on the day of the event. Mistakes happen, and a simple typo in an email could lead to chaos. Make sure to confirm every detail, including:

  • Floor space and stand number
  • Exhibition stand design and manufacture
  • Exhibition stand installation
  • Venue arrangements
  • Additional on-site services
  • Accommodation booking
  • Transport and travel documents
  • Transfers to/from the venue
  • Client meetings
  • Restaurant bookings
  • Exhibition stand staff - agency and in-house
  • Badge scanner rental

Feel free to customize this list based on your specific requirements. Don't forget to fill out the empty spaces on your exhibition checklist template to ensure nothing is overlooked.

Stand Pre-built Image source: starevent.vn

Exhibition Staff Preparation

Now, let's focus on preparing your exhibition staff for the upcoming show. It's essential to ensure that your staff is trained and ready to represent your brand at the exhibition. Here are a few key areas to cover:

  • Make sure each staff member understands their role
  • Provide them with travel arrangements
  • Train them on how to qualify leads
  • Familiarize them with the lead capture software
  • Schedule important meetings
  • Discuss the follow-up strategy

Allocating Roles

On the trade show floor, it's crucial that everyone understands their role. You'll need someone to attract the crowd and bring delegates to your booth, while another team member should be well-versed in your business to answer questions and deliver product demonstrations confidently. Ensure that everyone understands your expectations and excels in their assigned area.

Qualifying and Following-up on New Leads

Efficiently qualifying leads at the trade show is vital for your success. Make sure your team understands how to evaluate leads effectively. It's also essential to have a well-defined follow-up lead strategy in place. Many exhibitors struggle to capitalize on the leads they generate, so it's crucial to prioritize this aspect. Finally, consider organizing meetings with your key clients and prospects during the exhibition.

Travel Arrangements

Even though your team may insist they know the travel plan, it's always wise to run through the details with them. We want to avoid any confusion or delays caused by miscommunication. Double-check that everyone is aware of the meeting points and travel arrangements.

Exhibition Stand Surrounded by People Image source: starevent.vn

Pre-Show Marketing

If you haven't done as much pre-show marketing as you would have liked, fret not! There's still time to generate buzz and maximize your presence at the exhibition. Here are a few strategies to consider:

  • Update your company website with exhibition details
  • Share engaging content on social media
  • Utilize the event hashtag to connect with fellow attendees
  • Interact with other businesses attending the exhibition
  • Distribute a press release to media outlets
  • Leverage email marketing campaigns

Initial Blog Post

Start by creating a blog post on your company's news page. Keep it simple and highlight the exhibition you'll be attending along with your booth number. Share this blog post across all your social media platforms. Most events have an official hashtag that will help other attendees find your content. Engage with other users using the same hashtag to expand your social media reach.

Email Marketing and Press Release Distribution

Email marketing and press releases are powerful tools to generate awareness prior to an exhibition. The more people who know you're attending the event, the busier your exhibition stand will be. With two weeks remaining, you still have time to reach out to your audience. Get in touch with us and learn more about our free client PR service.

Lastly, don't forget to update your automatic email replies, making sure people know your whereabouts during the exhibition. You never know, it might inspire some valuable last-minute meetings.

Planning the Exhibition Checklist Image source: starevent.vn

What to Pack for Your Trade Show

Packing your bag for a trade show requires some careful consideration. You'll be switching between long days on your feet and client dinners in the evenings. Here are a few essential items to consider:

  • Important documents (travel and accommodation confirmation)
  • Comfortable shoes for long hours
  • Trade show survival kit

Trade Show Survival Kit

Your emergency trade show kit should include essential items such as stationery, bin bags, and first aid supplies. It's crucial to be prepared for the unexpected. Exhibition venues can be vast, and you won't be able to abandon your stand for last-minute runs to the store. Coordinate with your team to ensure you have everything you need without duplicating items.

Also, consider any specific accessories or additional beverages your exhibition stand may require. Feel free to customize the checklist template by adding any items unique to your needs.


By downloading our free exhibition checklist template, you can ensure that you don't miss any crucial steps leading up to your trade show. Stay organized and check off each item as you go along, minimizing stress and maximizing success.

Remember, confirm everything, prepare your staff, arrange travel, execute pre-show marketing, and pack a bag with all the essentials. By following this checklist, you'll be in the best position to thrive at the exhibition.

Lastly, don't forget to enjoy your exhibition! Gather hot leads and make the most of this fantastic opportunity. Our team is always attending industry-specific events, and we hope to see you there too!

About the author: Alan Jenkins