Exhibition on-site logistics tips

On-Site Logistics

Build-up – Arrive during the build of the stand. Prepare the stand for display with any graphics, audio visual equipment, furniture in position, hardware, brochures, give-aways, catering etc.

• Store any additional travel boxes with stand builder or in exhibition storage area.
• Check all boxes and items have been delivered to the stand or collect them as required.
• Prepare and give to company representatives and exhibitors their stand roster schedule. Make sure that you have the right combination of expertise on the stand at all times and that you have scheduled meal and coffee breaks.
• Let all staff know who is the official company spokesperson should you have press coming to the stand.
• Inform staff of any competitions and how they work, and how the lead forms are filled in and processed.
• Perform a practice run with all equipment to check it is working. Rehearse any presentation.
• Inform staff who is in charge of the stand and what each person’s role and responsibilities are.
• If press packs are required deliver them to the press centre.
• Re-confirm any booked meeting rooms.
• Re-confirm times, places and staff attending any hospitality events such as parties, drinks receptions and dinners.

Logistics during Show

• Before the show opens make sure that you arrive first before the opening of exhibition hall so that you can unlock the office and storage areas and make sure that everything is ready and working before the tradeshow opens.
• During the show check the stock levels of give-aways, display literature and catering.
• Make sure that staff do not put all their coats and bags in the back office rather than in the cloakroom where they should be.
• Make sure that you or another designated person is allocated the responsibility for turning equipment off or locking up at the end of the day.
• At the end of the day run through any logistics for the next day and identify any problems experienced and communicate what can be done better. Then unwind with staff informally.
• Take plenty of photos of stand during the show.
• Collect leads and, if appropriate, make sure that those back at the office prepare any follow up that is required.

Close of Show logistics

• Allocate duties and responsibilities to staff regarding the close of show and tear down. Debrief staff.
• Collect any storage boxes.
• Clearly label any boxes that are returning to the home office.
• Make sure items from the stand are packed securely and put away. Use your inventory check list for this.
• Arrange for the transportation of any boxes. If items are being collected by the stand builder make sure that they know which these are and confirm when you expect them back in the office.

In the final tip we will be outlining follow up process from the exhibition and feedback.

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

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

Final Check for Exhibitor to review before going to a Tradeshow

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.
• Final check all travel/accommodation arrangements and information to arrive exhibition in time for the build up.

Tips for Exhibitors on how to compile a Time Line and Check List whilst planning a Tradeshow or Exhibition

 

Having already prepared your strategy and objectives for attending an exhibition as well as completing the Trade Show Marketing Plan, you now need to review the project plan.

It is essential to know the deadline dates for completing key activities. Most importantly you need to ensure that you do not miss the deadlines of the show organisers.

It is vital to highlight all your own organisation logistics on your check list including what needs to be planned, purchased and organised before the exhibition starts. This time line and check list document is an aide memoire that should keep you focused on target and on track to accomplish your goals and objectives.

What is a Trade Show Time Line?

When creating an event time line for a conference or for a trade show and exhibition, start with the event date as the end-goal and work out all the timings backwards from that date. Everything has to be accomplished before the start of the exhibition.

For a trade show you should always check on the exhibition organisers’ website for the deadline dates for ordering services. Fill these dates into your time plan allowing for pre-planning logistics so that you can accomplish the actions by the deadline. Also note any restrictions or conditions of the contract. The more time you have to prepare before an exhibition the better the project should run and the less stress it will cause you.

An example of a timeline

Exhibition name, Place date			Location Stand Hall stand #
Build date:
Breakdown times and dates:
Date	Action	Responsible	Comments	Completed
Week Ending DD/MM/YY [Start with the nearest to current date]	Describe the action	Initials of person or persons to accomplish this action	Describe what needs to be done, how the action is progressing, any other useful comments usually with a date you have actioned items	Date finished
Tends to be a week-ending date rather than an actual date unless its the tradeshow deadline date	First add time critical deadlines from the exhibition organisers and then fill in with other check list items according to when they need to be accomplished by
Week Ending DD/MM/YY	Show build time
Show date	Dates of the exhibition
Week Ending DD/MM/YY	Follow up items

What is a Check List?

A check list provides a step by step guide so that you can clearly see organisation and execution of the logistics for the exhibition. This should be incorporated into the time line so that the items covered are actioned with the person responsible within the deadlines required. Items to consider for incorporation into your time line include:

• Corporate objectives as discussed in the blog titled Tips on How to Plan for an Exhibition , for example the theme of the show, strategy etc.
• Budget creation (the budget and financial actions will be covered in the next  blog. It is important to note in your time line when the payments are due so you can schedule any deposits for the show or pay for required services.
• Many trade shows have a conference running in parallel and this can be a good opportunity to promote you company by applying for a speaker slot. Note that the selection for the speakers is normally way in advance of the event so you need to keep an eye on the final date of speaker slot submission

The Logistics:

• Exhibition space & stand build, or shell scheme, branding, graphics and displays will be covered in tip sheet
• Ascertaining who is attending from the company, communicating with them the show plan, pre-show meeting and training and any rehearsals required, organising a stand rota for staff
• Hotel and travel booking
• Ordering services from the show organisers or your own suppliers such as:
• Catalogue entry, power supply, Wi-Fi, cleaning, catering, furnishing, equipment, technical equipment, software, badge names, scanner for marketing leads, collateral for show, give-aways
• Marketing of event – this is very important so that attendees know you are exhibiting and visit your stand. Do not leave this just to the show organisers’ marketing of their exhibition. You need to promote your company to your own contacts or potential clients and prospects. This could include: PR, press packs, advertising, website, on-line promotion, social media, twitter, database use, direct mail, invitations, fliers, promotion at show, sponsorship, email marketing, newsletter, collection of leads, telemarketing, competitions, internal documents and communications
• Planning of on-stand presentations and demonstrations, organising meetings with prospects or clients beforehand, booking meeting rooms, hosting dinners and corporate hospitality
• Shipping of exhibition stand, collateral etc. Be sure to check the destination customs and excise as to when road lorries are allowed to travel as certain countries do not allow goods vehicles to travel on a Sunday
• Organising security and insurance, planning for health and safety considerations

Remember that the time line and check list document is not written in stone. It should be a working document and amended as required.

It is very important to check and re-check the items and progress throughout the pre-planning period, and not just before going on-site, to make sure everything is ready. Sometimes there can be misunderstanding so it is better to be sure all is in order. The main thing to remember everyone wants the show to be a success and the more pre-planning and checking you do beforehand the better prepared you are for the unexpected.