Exhibition Planning

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Here is your essential guide to getting the most out of your exhibition stand/stands. In just seven easy steps you can have a successful exhibition planning that will boost your marketing strategies and cover all aspects of planning for the next exhibition or trade show.

Exhibitions are primarily aimed at sharing something with a wider community, be it art, motor vehicles, music technology or lingerie.

It is therefore essential that the aim and vision of the exhibition be clear and precise, in order to reach the target audience with full effect so, all you need to have is the best exhibition project management.

In any organized event in which deadlines and schedules are mentioned, it is imperative to make a proper plan and efficient execution for successful trade booth.

There are enormous tasks that should be completed on time to run the exhibition as per the plan. The major task needs the cooperation of sales team and coordinators.

The main objective of trade shows and exhibition is to share something among the potential customers and to have proper steps to planning an exhibition.

Therefore, it is imperative to form a clear vision before exhibiting in any trade show.

Step 1 – Exhibition Environment and Space

The first step is doing some good exhibition planning, research and finding out what space you will have at the exhibition and how you can use designated space effectively. You need to consider the following things:

  1. How much space is available for you to use?
  2. What is the condition of your stand? How many sides does it have? Will you be using an island site?
  3. If you will be using an island site, you have to think about what parts of your display are a priority and how you can apply them to get the most attention from passers-by.
  4. Does your available space have any distractions or obstacles in the way?
  5. Find out if there will be any restrictions to your stand such as the maximum height.
  6. Is there a floor-plan available? It might give clues as to the direction of traffic so that you can be sure you are set up to full advantage of the passers-by.

Step 2 – Clarify Your Motives for the Event

For every show you attend you should have at least one objective. Ask yourself the following questions:

  1. What is your primary motive? Is it to bring awareness of a new product? Is it to expand on good relationships with current customers?
  2. Who will be your target audience at the show?
  3. How can you stand be designed to interest your target audience?
  4. How can you use the exhibition to make a good example of your company/product?

Step 3 – Make It Clear What You Wish To Represent At the Show

Here are yet more things that need to be asked and drawn up in your planning:

  1. What exactly will you have on display? Will it be the entire range of products or just a selection?
  2. Will you be using the show to launch a new product or product range?
  3. How will each of the products be demonstrated? If you plan a demonstration, would it better to provide seating or let the viewer’s stand?
  4. Will you be using the company’s logo or sticking to a color system?

Step 4 – What Role Will the Exhibition Stand Take?

  1. How much storage space will be needed for your exhibition?
  2. Do you wish to incorporate a welcoming area?
  3. Are you providing refreshments? What will they be?
  4. Do you require the assistance of a PC or Plasma screen to exhibit your product or ideas?
  5. What information will be provided for customers to take away with them such as leaflets?

Step 5 – Exhibition Stand Objectives

  1. What mood do you wish to set? Will it be very formal and explanatory or more of a relaxed setting?
  2. Could you use competitions or giveaways to attract more interest to your stand?
  3. What type of stand will you be using?
  4. Can you use lighting to bring more attention to your display?
  5. Think about the design – are there certain images you wish to portray or graphs? How will you display data?

Step 6 – Making Arrangements for Staff

  1. How many employees will be needed to man the stand and exhibition area? Will you be using a rotation system?
  2. What can your employees bring to the exhibition?
  3. Will employees be required to wear company clothing or logo/name badges?

The Final Step – Choosing Your Stand

Would it be useful to have a stand that can be used again and again? Perhaps one that can be re-arranged accordingly?

  1. Set a budget for both the stand and all materials that will be used during the exhibition
  2. Once you have considered all of the aspects relating to your exhibition stand and the proper exhibition management itself then you will be able to move forward confidently and achieve the results you wish to achieve – all the best!