A handy exhibition stand checklist

Organising a stand for a trade show or exhibition can be a very daunting task. There is a lot to think about and it can be very easy to overlook certain important elements. So, we’ve pulled together a handy exhibition stand checklist to guide you through your exhibition journey and keep you on track.

12-18 months before

Consider your objectives – make sure you are clear about what you want to achieve by attending the exhibition and how this works with your wider marketing strategy. This will help guide your decision making for the rest of your exhibition journey.

Agree your budget – make sure you understand the costs involved in an exhibition, including all the little extra costs such as lighting, power points, wi-fi, rigging, and waste. All this is important to realistically gauge your return on investment from such an event. 

Book your stand – most exhibitions need to be booked well in advance, especially if you want to get a decent sized stand. Have a think about the space you will require and where might be the best position to exhibit. The best spots are booked up early, so make sure you know what you’re after and you’ve booked in good time to get it.

Check paperwork – make sure you understand the requirements of each trade show and exhibition, as these can differ. Make sure you know when the deadlines are and that you have read the small print so there are no surprises.

9-12 months before

Decide your stand – With lots of choice nowadays, you will need to give thought to whether you want to opt for a custom-built stand, which might only work for one show, or a modular and reusable stand which could be used multiple times. There are so many options out there, it might be your budget that restricts what you can offer so take a look and see what works best for you.

Decide your contractor – Exhibition stands require the professional services of a stand contractor. Do your research and see what work they have previously done, and see how they have worked with other companies to get the best from them. Ideally, you want a contractor who can work with you from initial concept right through to installation and dismantling to give you peace of mind

Plan your stand – Now you have your spot, and hopefully your contractor and choice of stand, you can start to plan where everything is going to go to make the most out of the space you have.

6 months before

Agree finishing touches – now is a good time to make sure you’ve considered the need for lighting, furniture, and possible AV equipment. Your stand contractor will be able to help with this.

Plan promotional giveaways – no exhibition stand is complete without some promotional items to hand out to prospective customers. You will need time to think about your requirements, design them and get them printed in time for the event.

Choose your team – the size of your stand will determine how many people you require to be at the event. Make sure you have at least three, so two are always manning the stand. And give thought to skill-set and who might best fit the purpose of an exhibition.

Book travel and accommodation – once you know who will be attending you need to make sure you have booked how to get there and where to stay. Larger scale exhibitions tend to book up fast so make sure you have somewhere to stay well in advance.

Agree logistics – this is where you need to be sure you know how everything is getting to the exhibition. Most contractors will be able to help with this, but make sure you are all on the same page so there are no unwanted surprises.

3 months before

Sign off stand – if you haven’t already, now is the time to sign off the design so production can begin. You will either have a final drawing to sign off or a 3D visual to approve.

Market yourself – if you haven’t already, now is the time to let people know you will be attending the exhibition. Use social-media and other platforms to drum up interest.

Confirm travel and accommodation – whilst this should already be sorted, it’s always worth just checking everything is in order for peace of mind

Final weeks before

Check and confirm logistics – Confirm all agreements with your contractor so you know what to expect when you arrive at the show. If you’re setting up yourself, make sure you have an idea of timings, and how long everything is going to take to set up, as well as giving thought to getting equipment to the stand.

Prepare the team – make sure everyone who is attending the exhibition knows what their role is and what you are hoping to achieve, including any specific objectives.

Set up a system – one of the main purposes of an exhibition is to attract new leads and contacts. So, make sure you have an easy-to-use system in place to collect leads contact details. Consider a pre-printed sheet with relevant information to fill in.

Parkes Print Exhibition Stands for Hire 

At Parkes Print, we know that every show is different, so you may want to add extra points to your own checklist as and when you go along. Just remember, failing to prepare is preparing to fail. So, make sure you are ready for your next exhibition and use our handy checklist to get you there!

And if you’re in the market for a bespoke exhibition stand, are looking to hire a shell scheme exhibition stand, or are looking for inspiration when it comes to exhibition stand hire, look no further than Parkes Print. Let us know about your event and we’ll design an exhibition stand to meet your requirements. Our experienced design team can help you prepare for your exhibition down to the finest detail – including exhibition accessories, exhibition literature stands and hanging ceiling signs – ensuring that your hired stand supports your marketing goals.  

If you would like to learn more about our exhibition stand hire or for a free stand visual, call us on 01767 603930 or fill out an enquiry form.