/templates/en/event_planning/exhibition-planning-checklist

made with GanttPRO

• Total estimate
• Basics
• Setting objectives
• Show offering
• Stand design and requirements
• Team
• Pre-event marketing
• On-stand marketing
• Paperwork and timelines
• At the event
• Post-event activity and evaluation
• Select appropriate show
• Set budget
• Decide type of stand:
• Agree stand size and location
• Learn about the most common exhibiting mistakes before you book
• Shell scheme
• Space only
• Define your audience
• What does success look like to you?
• Set sales target
• Set leads target
• Decide which products and services to exhibit
• What’s your ‘big enticement’? Will you:
• Review speaker opportunities
• Research workshop or breakout session opportunities
• Launch a product / service?
• Offer a show-only discount / deal?
• Provide demonstrations or free trials?
• Write a good stand brief for your provider
• Decide stand requirements:
• Do you have a data capture system?
• Will your stand meet safety regulations?
• Do you have insurance?
• Do you need security or night sheets?
• Does the stand need to be stored after the show?
• Location
• Lighting
• Utilities such as water, electricity, internet, phone lines
• On-stand furniture
• Carpets / floor covering
• Catering / refreshments
• Cutlery / cups / plates etc
• AV equipment and/or presentations
• Formal / informal meeting areas
• USB sticks, adaptors, chargers, cables
• Waste bins
• Decide on your exhibition team
• Create stand rota
• Is branded clothing required?
• Book hotel rooms and transport
• Create name badges
• Set expenses budget
• Brief team (exhibition goals, lead targets, dress code, stand rules, etc)
• Are they knowledgeable?
• Are they experienced events professionals?
• Learn how to attract more visitors to your stand
• Promote event on website
• Promote event on social media
• Notify clients and prospects
• Create press release and distribute to target media
• Decide on promotional gifts
• Design and print sufficient collateral
• Design and print sufficient business cards
• Design and print pop-ups / roller banners etc
• Sign and return order forms and declarations
• Note shipping
• Note set-up and dismantle times
• Note artwork deadlines
• Note show guide deadlines
• Decide on promotional gifts
• Design and print sufficient collateral
• Design and print sufficient business cards
• Design and print pop-ups / roller banners etc
• Sign and return order forms and declarations
• Note shipping
• Note set-up and dismantle times
• Note artwork deadlines
• Note show guide deadlines
• Take list of important contact numbers
• Take contract
• Take stand layout plan
• Take show stationery
• Take a First Aid kit
• Have all scheduled leads been followed up?
• Have all non-scheduled leads been followed up within 3 days of the event?
• Evaluate results against objectives
• Evaluate results against investment.
• Communicate outcomes to stand team and thank you’s.