Event Management Company
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 event management company. However, this guide will help you formulate a plan for your exhibition.
An Event Management Company’s guide to plan 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 exhibition.
How do you organize and host an exhibition?
Here’s an easy-to-follow approach for organising a exhibition by an event management company to stage the ultimate exhibition, adhere to these 11 steps.
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. Certain frequently asked questions include: the reason why are you organising the show in the first place? How many attendees are expected to attend? How many expo stands will be there? The way you intend to gain your return on investment (ROI)? What are the registration fee and process? etc.
2. Do research
The initial phase is looking into the sector to acquire knowledge about recently occurring developments, major industry experts, patrons, site, scale of investment, and numerous additional details. It will additionally help you in determining the event dates, registration process, exhibition stall space, floor plan and so on.
3. Schedule the event days
Following your study, you will then be able to determine what dates are actually optimal for your show, attendance, and the exhibition stand that various event management companies will set up. Additionally, it will determine the possibility that the event will be worldwide.
4. Book the venue
You have to book the venue in advance. An event management company would advise heading towards the venue and reserving it one year in advance. Because there will be numerous additional occurrences taking spot, it will likewise enable you to schedule it to happen on the specified day.
5. Create the exhibition floor plan
During the planning stage, you need to decide how many event management company can set up their exhibition display stands. This is critical since you will need to design a floor plan for the show booth area. You’ll additionally require room for snack stands and leisure places, along with a podium for pitches, public appearances and inquiry panels. You must also determine the proportions of every spot and establish a fee for it.
6. Collaborate with sponsors
Often, event management company will have sponsors for the events.So, the primary step is to put together a list of potential sponsorships for the event. These donations will not only fund your show, but they will also improve your exposure to prospective clients.After collaborating with them, ensure that their name, products and services are mentioned when you market the event.
7. Make the announcement
Lastly, once every detail of the organising and scheduling has been finished, you may make the event public. 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, design a marketing plan, contact guests, and so on.
8. Market the event
You must publicise the event since the dates have been revealed. Follow your set marketing campaign when the dates of the event are announced. Create a website where both businesses and visitors can register. Provide the registration dates, event dates, and locations in the information provided. Aside from bulk messaging and emails, businesses may additionally send custom personalised emails to particular guests of the event.
Rather than one day, have a few days that allows both attendees and the companies to register themselves.Ensure the respective registrations for the two are distinct to make certain they are not messed 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
Whilst you might have started enrollment and given personalised emails to certain individuals, if you are seeking any exceptional specialists to attend your event, send out invites. The same goes for the sponsors. Moreover, the speakers, panellists, executives and other such important people must also be sent an invite.
This is your task as organisers to supply food and beverages to spectators, exhibitors, as well as other workers. Contact the food supplier several months in beforehand. As well, make sure there are water stations, vending machines, and refreshment counters reserved for both attendees and workers. An event management business is accustomed to organising and supervising huge gatherings such as exhibitions. So, we hope this article will help you plan your upcoming event.
Tip of the Day: Assure that all enrolled exhibitors receive an exhibitor service kit that includes information about the floor plan, extra costs, outlets for power, and other pertinent information.
If you need assistance of an event management company 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.