An Event Management Company’s Guide to Planning an Exhibition
Follow these 11 steps to host the perfect exhibition for the exhibition display stands.
As event organizers, the idea of planning an exhibition can get overwhelming with the endless list of tasks. From preparing the floor plan for exhibition display stands to open up the registrations for trade show exhibitors. However, this guide will help you formulate a plan for your exhibition.
An Event Management Company’s Guide to Planning an Exhibition
What is an Exhibition?
An exhibition is an organized event that brings together people to showcase a set of items. Every industry has these events wherein professionals, brands, and industry experts gather to view, discuss, network and make business. It is also known as a trade show.
How Do you Organize and Host an Exhibition?
Here is an event management company’s step-by-step guide to planning an exhibition. Follow these 11 steps to host the perfect exhibition.
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1. Establish Goals and Target
The first step any event management company take is to set certain goals and targets that need to be met. Some common questions that need to be answered are: why are you hosting the exhibition? How many attendees are expected to attend? How many expo stands will be there? How do you plan on getting your ROI? What are the registration fee and process? etc.
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2. Do Research
The most important step is to research the industry to understand what are the biggest trends, industry giants, industry experts, sponsors, venue, investment amount and much more. Moreover, it will also help you set the event dates, floor plan, registration process, exhibition stall space, etc.
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3. Schedule the Event Days
After your research you will know which dates are best suited for your exhibition, attendees and the exhibition stand that various companies will set up. Moreover, it will also decide if the event is going to be international or not.
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Booked an exhibition space at an upcoming show but are unsure how much the build will cost? Send us your ﬂoorplan, basic requirements and timeline at hand and we can prepare a ballpark estimate for you.
Free Stand Design
Are you exhibiting in a new country for the ﬁrst time? Do you need a design that is locally relevant on a global platform? We can submit a design which communicates your key message to your target audiences.
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Have a strategy in mind and want to sound it off? Exploring new geography and want to test the market via an exhibition? Just want to discuss the viability of an experiential marketing idea? Our experts can be of help to you.
4. Book the Venue
You have to book the venue in advance. An event management company would suggest going and booking the place a year before the event takes place. For the simple reason that there are many other events that will take place, Moreover, it will allow you to book it for the set date.
5. Create the Exhibition Floor Plan
During the planning stage, you need to decide how many trade show exhibitors can set up their exhibition display stands. This is crucial because you need to create a floor plan for the show booth space.
Also, you need to have space for refreshment counters and seating areas, a stage for presentations, speeches, discussion panels. Moreover, you also need to decide the dimensions for each space and set a price for it.
6. Collaborate with Sponsors
Often, exhibition organizers will have sponsors for the events. So, the first thing you need to do is have a set of sponsors whom you want for the event. Apart from sponsoring your exhibition, they will also increase your outreach for potential attendees.
After collaborating with them, ensure that their name, products and services are mentioned when you market the event.
7. Make the Announcement
Finally, after all the planning and booking is done, you can announce the event to the world. Ideally, as the organizer, you must announce the dates a year in advance so that companies have enough time to come up with the design for exhibition stall, create a marketing plan, invite attendees and so on.
8. Market the Event
Now that you have announced your event’s dates, you need to market your event. Follow your set marketing campaign when the dates of the event are announced. Create a webpage that allows both companies and attendees to register.
Make sure to mention the registration dates, event dates and venue in the content. Apart from sending out mass emails and messages, you can also send our personalized emails to special attendees whom you want at the event.
Rather than one day, have a few days that allows both attendees and the companies to register themselves. Make sure that the registration for both are different from each other so that they don’t get mixed up.
While the attendee registrations can be extended, the exhibitor registration must end on a set day. Also, ensure that you have registration cancellation day too, in case any attendee or exhibitor wants to cancel.
10. Send out Invitations
While you may have opened registrations and sent out personalized emails to some, if you want any special professionals present in your event, send out invitations. The same goes for the sponsors.
Moreover, the speakers, panellists, executives and other such important people must also be sent an invite.
As organizers, it is your responsibility to provide the attendees, exhibitors and other staff with refreshments. Make sure you contact the catering service a few months in advance. Also, ensure that you have booked water stations, vending machines and snack counters for both attendees and staff.
An event management company is used to organizing and handling large scale events, and one such event is an exhibition. So, we hope this article will help you plan your upcoming event.
Tip of the Day: Ensure that the registered exhibitors get an exhibitors service kit that details the floor plan, additional charges, power outlets, and so on,
If you need assistance in building a creative booth design for an upcoming event, our team of dedicated professionals will help you out. Contact us today for more details.