Tips – Final Preparation Before Going On-site at an Exhibition

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Preparation Just Before Going On-Site

You have done your check list and double checked that everything has been ordered and re-confirmed this with your suppliers. You have gone through the timeline and made sure that you are up to date and have everything ready to go. Now use this list to remind yourself of other things you need to have achieved:

  • Check all monies and invoices have been paid.
  • Check you have ordered any necessary:
    • Power
    • Telecommunications facilities
    • Equipment
    • Stand cleaning
    • Insurance
    • Furniture
    • Floral displays
    • Catering
  • Check and inform the appropriate people of any travel arrangements, hotel accommodation and meeting rooms that you have booked.
  • If you are having any speakers represent your company at any of the sessions make sure that they have travel and hotel bookings and that these have been confirmed. Check that they have been sent their seminar session information including session times, plans of the conference rooms and exhibition layout.
  • Make sure that any staff who are due to attend and help have been sent details of the exhibition, including your stand number and hall. They will need to know what days and times they are attending and when to meet, and they will need a show plan.
  • Have a conference call or meeting with everyone attending to run through the schedule of the show and what is expected from their participation.
  • Make sure all staff to understand the objectives and goals you want to achieve at this exhibition.
  • Prepare staff – make sure they have a complete knowledge of your company and its products and services, both current and new, and also that they know the relevant market trends and competition so that they are able to talk effectively with prospective customers.
  • Run though pre-training required by staff and make sure they are familiar with any equipment, demonstrations or presentations that they will need to use or refer to.
  • Run through the process of lead collection and allocate staff in the home office to follow up these appropriately as soon as possible after they have been generated.
  • Make an inventory and pack items to be taken to the show, such as literature, give-aways and lead forms as well as equipment, software and stock. These can often be delivered to the show by the stand builders or by using the services of a transportation freighting company. Make sure that if you are exhibiting in a non-EU country that you have filled out the correct customs forms for clearance and re-entry back to your home country.
  • Confirm that freight has arrived and all contractors are on schedule.
  • Check that you have sent out badges or passes as required.
  • Prepare an exhibition handbook with all information about the exhibition and your company’s participation, as well as supplier contact and names.
  • Plan to travel out during the build-up of the stand to make sure all is running to schedule and that you are there to supervise the stand build. Take photo of stand before show opening.

The next blog tip will be live on-site logistics

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