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You are here: Home Resources NVP Exhibits Guide To Exhibition Marketing The Exhibition Stand Checklist

The Exhibition Stand Checklist

Preparing for an exhibition sounds easy. You gather your stand, products and printed materials then head to the venue, right? Actually the process is more involved than that, or at least it should be if you want to arrive prepared. The following checklist will help you get ready for your first exhibitions.

For more tips for those starting their exhibition and trade show experience, see: Killer Tips for First Time Exhibitors.

Carefully Select an Exhibition Stand

You should evaluate all your options before settling on an exhibition stand. This process should begin long before you book your first trade show. That way you can look for the best deal on an exhibition stand that meets all your needs.

Complete a Practise Setup Run

Waiting until your first exhibition to setup your display stand is not a good idea. Make sure you complete at least one practise run if you will be setting the stand up on your own or with your staff. You should also do this when the package arrives to ensure that no parts are missing or damaged.

Cables and Power

Remember to take time to work out your power requirements - do you need 5 amp, 10 amp , 15 amp or 20 amp. How many do you need (and how many will the exhibition organisers provide as part of your booking - do you need to hire extra). Do you need something heavier - 3 phase or 5 phase?

You also need to plan how you will position your cables (power and ethernet) If you have a raised stand then you can lay them under the floor, otherwise you may need to lay them around the stand or cover them. Either way you need to take account of health and safety.

Write Out a Supply List

Everyone’s needs will be different based on their goals and the product or service they are promoting. Put together a supply list for your event. This should include everything you need, from payment tools to writing utensils, booth graphics and demo products. Even the best memory isn’t perfect, so eliminate the chances of a forgotten necessity by writing it all down.

Talk to Staff Who Will Be Working the Event

Speak to your staff before the event. This should be done at least weeks before, if not earlier. Let those who you would like to attend know what’s going on. Provide a schedule and explain what they will be responsible for at the exhibition. Also talk to staff who will be managing the store, office or warehouse after you leave. Make sure everyone is on the same page so there are no staff-related mishaps during the event.

Organise Transportation of Staff and Displays

You will need to find a way to get your staff and exhibition display to the event. This may not be difficult if the venue is close. Just remember that larger pieces of your display must he handled with care along the way. If you don’t have access to a larger vehicle, you may consider hiring one to move your equipment.

Complete a Final Check Before Departing

Finalise everything by giving your supply check list, staff and schedule one last going over. Make sure everything is where it should be and all staff are prepared. You will feel much better arriving at the exhibition knowing that everything is organised and ready to go!


3m Stands ----------- 6m Stands ------- Island Stands ---- Modular Stands

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