Exhibitor Preparation Checklist

Watches next to a notepad

It takes careful planning to execute successful attendance at an exhibition or trade show. Months of planning go into countless tasks which if not organised can become overwhelming as you try and squeeze it into your normal daily schedule. It’s the little things than can make the difference and it can be easy to overlook them. So here’s a reminder of what you should be preparing and when you should be preparing it.

12 months to go…

• Select which show you are going to exhibit at and, if possible, contact the organiser to book your stand space. By contacting them now, you will get a better choice and you might be offered an early-bird rate.
• Before you book your stand, check the location, dimensions and layout of the space to ensure that it meet your needs.
• Review all trade show related paperwork such as insurance and note any requirements and deadlines.
• Decide on your objectives for the trade show – why are you attending, how is it a part of your long-term marketing efforts, outline a budget, what is the specific ROI you’re targeting, what is going to be your marketing strategy to achieve these goals.
• Start thinking about the size, layout, design and creation of your stand, and start sourcing quotes from stand-builders.

8 months to go…

• Consider any specific lighting or utility needs you might have.
• Start creating any marketing collateral you might need (press kits, brochures, product or service specification sheets, business cards).
• Start creating your trade show publication entry or advert.
• Book any additional furniture and audio-visual equipment that you will need.
• Select the team who will be attending. If the trade show is international, ensure that each person has a valid passport. Make sure that that registration paperwork is completed for all of them.

4 months to go…

• Ensure that all the giveaways, products and any signage will be ready in time.
• Plan how you will be getting any freight to the show
• Begin critical trade show marketing activities such as researching competitors who will be attending, reach out to attendees and start booking appointments, start promoting your attendance on social media using the relevant hashtags.
• Promote your participation on your website homepage
• Place adverts in industry publications.
• Issue a press release announcing your participation and any launch you are intending.
• Confirm travel details, accommodation arrangements, expenses plan.
• Start compiling a trade show folder which contains contracts, agreements, plans, orders, budget information, and contact details for attending colleagues, key show personnel and contractors.
• Issue stand invites to your clients, prospective clients and other people of interest.

1 week to go…

• One week before the show, make sure that all those attending know the trade show goals and overall strategy, are well versed in the elevator pitch and sales conversations, are ready to handle tough trade show questions, and know individual responsibilities.
• Have office and stand supplies ready (pens, paper, stapler, scissors, USB memory stick, adhesive tape, a multi-tool, first aid kit, batteries, extension lead, hand wipes, hand sanitiser, mints, high-energy snacks, bottled water, lip balm, spare phone/laptop/tablet chargers etc.

Smart man with glasses in black and whiteTom Rigby, Author

For over 20 years, Tom Rigbyhas helped businesses across the UK to find their voice and communicate their messages, in print and online, whether they want to generate sales, attract customers, inform stakeholders, educate the public or persuade them to join a cause. He is a published author and occasional contributor to a number of publications. www.tomrigby.com

More Tips...

European Union General Data Protection Regulations

The GDPR is designed to help all of us have more control over our personal data, and how is it used.

 

Who does the information GDPR apply to?

Data subjects, being all visitors and users of any website who are members of the European Union, and therefore who submit personal data. MODEX Ltd is the data processor and data controller of this site. You can find out more about this law here.

Privacy Policy

Effective from 25th May, 2018

This Privacy Policy sets out how we use and protect information that you may provide when you use this website.  Your privacy is protected and important to us. If you provide identifiable personal information it will only be used to help us fulfil your project requirements.

MODEX Ltd is the company who collects any personal data submitted through modexuk.com

We may update this policy periodically, please check this page to ensure that you are in agreement with any changes.

What We Collect

Personal information, basically any data that can be used to identify or contact you is collected so we can service your requirements.  This could include your name, business name, address details, email, telephone numbers, or information pertaining to your exhibition stand requirements. You may also at times be asked to leave a message about your enquiry or project brief. Websites also collect your IP address through the use of Cookies (find out more about cookies below).

If you opted-in to our mailing list, you may receive occasional emails on important updates or service information. You have the right to opt-out or and have any personal details removed at any time, please email Estelle Hope: [email protected]

What We Do With The Information We Collect

Information is saved until the enquiry is dealt with, and then archived with the project or on cloud based systems if you are an ongoing client. We also retain your contact details and information in the emails you have sent, but you can request to have your personal details deleted at any time.

We will not sell, distribute, or lease your personal information to third parties unless we have your express permission, or are required by law to do so. We may use your personal information to send you relevant information about services we offer, or information you need as part of the services we offer.

Data Security

In our continued commitment to ensuring that your information is secure and to prevent unauthorised access or disclosure, we have suitable physical, electronic and managerial procedures in place to safeguard and secure the information we collect online.

  • Data is stored on a secure cloud-based server or on a secure, password protected computer with limited user access.
  • Sending information over the internet is generally not completely secure, and we can’t guarantee the security of your data while it’s in transit. Any data you send is at your own risk.
  • We have procedures including 2FA, passwords, restricted access and other security features in place to keep your data secure once we receive it.
  • MODEX Ltd will NEVER pass on your personal data to third parties without first getting your explicit consent.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used for direct marketing purposes
  • If you have previously opted-in to a mailing list, or provided other information, you can find out what information we hold, and ask us to remove or not to use any of it, by writing to, or emailing estelle @modexuk.com
  • You may request details of personal information which we hold about you.
  • If you believe that any information we are holding on you is incorrect or incomplete, please write to, or email us as soon as possible at Estelle Hope: [email protected] We will promptly correct any information.

Google Analytics

 

User and Event Data Retention

We use Google Analytics to find out what content works best for our users. User-level and event-level data associated with Google Analytics cookies is retained for 14 months and then automatically deleted.

IP Anonymization

We have implemented IP Anonymization, simply put, the last three digits of your IP address are set to zeros in memory shortly after being sent to the Analytics Collection Network. The full IP address is never written retained, or written to disk.


This site also uses Cookies, find out more or manage them here.