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5 Minute Read

I’ve just booked an Exhibition for a few weeks away… what do I do!!

5 Minute Read

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An important GUIDE to exhibiting at lightning quick speed!


Ok, it’s not the perfect situation, but you’re certainly not the first person to find themselves in this situation. You might only have one or two weeks until the event – or you might be lucky and have a month. Whatever your time limitations, believe us when we tell you – you can turn this around and be one of the best exhibitors at the show.

Step 1 – Get set up in under an hour!!

  1. Get the exhibitor login and password to access the show website.
  2. Fill out your exhibitor profile on the show website – a logo and 50 words is generally all you need.
  3. Follow all relevant social media channels (check out the show website) LinkedIn, twitter, Facebook.
  4. Get the name of a customer service contact from the event organiser (probably the person who sold you the space) – you are going to make their life hell.
  5. Print off/screen shot the deadlines page of the exhibitor manual (it’ll be in the exhibitor zone).
  6. Phone up your legal/finance person and ask them to send you a copy of the company’s public liability insurance cover or insure you if you don’t have one.
  7. Take a deep breath, make yourself a coffee/tea and give yourself a minute to rest – you’ve just made it through the first hour!

Step 2 – Two quick sentences that will help you focus!

  1. Write down all that apply – At the show I want to:
    1. Develop leads
    2. Meet new people
    3. Grow our database
    4. Let people know about our products and services
    5. Launch a new product or service
    6. Get feedback on a prototype product or service
    7. Sell stuff
    8. Other
  2. Work out how many of each the following you would be happy to get that would make the show a success:
    1. Leads, Meetings, Sales, Enquiries, Surveys

Step 3 – A five-minute budget plan!

My total event budget is $________ and I (am)/(am not) flexible on this.

Work out what you plan to spend on the following:

  • Stand design/graphics (include tv screens costs in this if you have them) $
  • AV/electrics/internet/lighting $
  • Data scanners $
  • Flooring/furniture $
  • Handouts $
  • Hotel/food/travel $
  • Miscellaneous $

A quick tip – If you are a complete beginner to exhibiting call the organiser and ask them to help you budget for the show or just double check that you are being realistic.

Step 4 – Pick up the phone and call us to organise your stand display!

1800 288 092

Last minute deals are often the best types of deals!

The systems we design and supply are proven to be most effective for the time and money poor exhibitor! You might only have 3 weeks to go but that doesn’t mean you can’t get a professional looking display for a ridiculously cheap price. There are plenty of display providers out there that sell a product for less money than we do… but that doesn’t make them cheap.

You pay the ultimate price when it runs late for the show, gets packed up after the show and thrown out – never to be used again. Or even turns up with washed out graphics because they’ve used a super-fast printing speed to get them to you in time.

So here’s how we love to help you get your best display for the best price… our system gives you savings through:

  1. It’s flexibility and reusability over 5-10 years.
  2. Ability to replace a few panels to get a new image very easily
  3. Able to be resized for your different booth sizes scaling down or up with its infinite bending and adjustability.
  4. Ease of transport to and from the expos with its lightweight.

Step 5 – Graphics briefing

We’ve done loads of research into this and the key lesson is to keep it simple, really simple. Make sure that you have your name and logo prominently displayed with a one sentence line that you want visitors to be absolutely clear as to why they need to do business with you.

>Click here to read more about this< 

Step 6 – Pull in the crowds through stand engagement

So there is no point having a stand and not having anything to engage with visitors so pick a mechanism that you will use to engage with them.

We know you haven’t got a lot of time so the following can be arranged quite quickly:

  • Competitions
  • Food samples
  • Leaflets
  • Promotional items
  • Video content

Be creative here – it doesn’t have to cost a lot of money to be creative!

Step 7 – Tell everyone about it!

You need to get as many people in your company talking about the expo with customers and prospects. Talk to your marketing team to get an email signature set-up with your booth number and the date and time of the show.

Any staff attending the show need to let all their contact know via email or phone or whatever channel works best for them.

Use social media and your email marketing service to spread the word. It doesn’t take long to get an email and some posts together and you can reach a lot of people in a short space of time. Related Post

And that’s it! All that’s left to do now is to use a simple checklist to make sure you have completed all the tasks and make sure you follow up with any suppliers you have engaged a few days prior to the expo to make sure everything is on track.

Use these points as a guide for your checklist:

Audio Visual, Data scanners, Email blast, Flooring, Furniture, Hotels, Lighting, Parking/travel, Social media links, Staff attendance, Stand design/graphics, Stand engagement, Web profile, WiFi.


(Some content adapted from

Exhibition Strategy Session