Planning Successful Exhibitions

Ready, Steady Show Time

1 Month To Go...

• Make sure hotel reservations are in order.
• Follow up on shipping arrangements.
• Follow up on target dates with all suppliers. Allow for some slight shuffling of dates.
• Make sure that display products / literature is available.
• Set up an access-anywhere email account with the likes of hotmail, yahoo etc so you can send and receive email from the show. Let others in the company know what it is.
• Prepare and send invites to customers. Include after-show party invites to VIPs. Make sure supporting web site address is included.
• Send follow-up reminder to upper management about briefing meeting. Include agenda and supporting web site address.
• Give out briefing pack and training materials to all staff involved in the show, both customer facing and back office. This should include the lead capture and enquiry process.
• Prepare packs (including promotional gifts, if required) for giving to stand / booth visitors.
• Hold pre-show briefings in office.
• Prepare the schedule for in-stand conferences and for pre-arranged meetings at the show. Allow time in the schedule for ad-hoc meetings with invited clients.
• Determine date and time for briefing staff at the exhibit. Review agenda, purpose and objectives of show, demonstrations, rehearsals, show specials, etc.
• Start assembling everything to be despatched for the show. Keep a tick list as things are put by. You'll use that after the show to make sure everything comes back!
• Send all materials needed at the show by target shipping date