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Exhibition Checklist

Below are some simple and important questions to consider when planning and exhibiting.

Pre Event Items

Company's Objectives and Goals for the trade show/event have been established and meet SMART criteria
Company's Objectives and Goals for the trade show/event shared and understood by stand crew
Contact collection and follow up process is in place and tested

Staffing

Any staff event registration completed

cut off dates checked
late fees or penalties identified

Crew schedules set up including

arrival time
break time (including meals)
departure time
pre and post event briefing and debrief

Staff Selected and Trained
Guidelines for dealing with visitors communicated
How to politely get rid of time-wasters
How to identify target visitors
How to collect contacts
What to do if visitors want to close a sale

Event Dress Code and Etiquette Communicated

If uniforms required - all staff have uniforms
Spare uniforms on hand in case of accidents (spillages) or replacement
Name Tags for staff

Accommodation and Transportation

Accommodation and transportation tand from the event is organised

Consumables such as promotional gifts, brochures ordered

Samples and Demonstration Products ordered and checked

Contact details for decision makers or senior executives provided including times when a senior executive or decision maker will be on the floor

Looking for more information see: Making a Good Impression - Exhibition Stand Etiquette and

Pre Event Marketing

Promoted on company website
Promoted on social media
Promoted on appropriate offline media
Invitations to clients sent
Invitations to relevant mailing lists sent

Event

Registration completed
Event operating times confirmed
Emergency evacuation procedures understood
Staff facilities identified and teams advised
Rubbish and waste disposal process confirmed (including recyclable)
Practice SetUp Completed

Exhibition Stand

Backup of artwork created and available
Power requirements

Power requirements have been calculated
type of power required (5 amp, 10 amp, 15 or 20 amp, 3 phase or 5 phase)

Cabling requirements

Determined number of cables required
Position of cables on and around stand has been worked out
Additional equipment requirements (tape, protective covers, power boards) completed and on hand

Power requirements discussed and confirmed with event organisers

AudioVisual

Tested at venue
Back up of AV ready and at venue
Approved by Event organiser (i.e. within guidelines)

Looking for more tips? see 7 Tips for Effective Use of AV on your Display Stand

End of Day Checklist

All the day's contacts have been collected and saved
Contact information sent to marketing or sales for follow up
Consumables checked and replenished
Stand cleaned and reset for next day
Arrival times for stand crew agreed and confirmed
Staff debrief completed

You can find other checklists and tools and resources that will help you prepare for your next exhibition including Killer Tips for First Time Exhibitors in the Definitive Guide Exhibition Marketing in Australia.