The Things Exhibitors Forget (and How to Avoid Last-Minute Panic)
With all of the planning that goes into the months leading up to an event, there’s nothing worse than showing up to the venue and realising that you’ve forgotten something. Considering there’s so much to consider when you’re organising an event, it’s all too easy for something to slip your mind.
We’ve put together our guide on exhibition stand essentials, from what exhibitors typically forget to arrange, to what you should be sorting in the weeks leading up to your event.
What do exhibitors usually forget to order?
When planning an exhibition stand, some of the most common oversights that we encounter are:
Power and electrics
These aren’t always included, especially for space only sites. If you’re handling the power and electrics yourself, and the venue provides mains power, you’ll be given a form that allows you to mark where on the stand you need your power supply to go. You’ll also need to indicate where you’d prefer the lights and sockets to be installed. This does mean you’ll have to coordinate very closely with your stand builder and the appointed electrics provider for the show, to make sure everything is aligned.
Wi-Fi
Not all venues supply this. If your exhibition stand is reliant on a strong internet connection, you will need to arrange WiFi services in advance with the venue’s preferred provider.
Storage
Space in an exhibition stand is typically tight, leaving you with little room for excess stock, products or personal belongings. Make sure to factor this in when you’re planning your stand.
Refreshments
Queuing for refreshments can eat into your valuable time, so keep a supply of bottled water at your stand. Not only is this more convenient for you as an exhibitor, but as you can offer them to attendees, it improves their guest experience.
Always make sure to check exactly what’s included in your stand space to avoid any issues at the last minute - one of the perks of working with an exhibition stand specialist like GES is that they will handle all of this for you.
What do I need to do just before my event?
The exhibition stand has been sorted and you’re feeling confident that the major details have been taken care of - now is the time to confirm timings and logistics, and to focus on the smaller details. Being prepared is the key to having an event that runs smoothly and successfully, so here’s what you should be organising in the weeks before to avoid that last-minute panic.
One month before
The big day is rapidly approaching, but there are still things that need to be done.
- Finalising everything: You want to be confident that everything is in hand, so make sure to confirm all of the logistics for the event, such as build-up and breakdown times. Partners like GES will arrange this for you, but if you’re handling it yourself, you’ll need to be certain of when you can access the venue, as access to the loading bays is usually staggered.
- Gather the essentials: Day-to-day essentials are easily overlooked. Stationery, cleaning supplies and chargers are all necessities, but think about what else you might need on the day itself.
- Confirm timings: Run through the plan for the day(s) itself, including what time the stand staff need to arrive, to make sure that everyone knows exactly what they are doing and when.
- Post-show planning: You know how you’ll capture leads, but how will you process and convert them? Now’s the time to work out how you’ll handle the data, including drafting follow-up materials for after the show.
One week before
With just a week to go before the event, you will need to…
- Check in with contacts: If you’ve booked in meetings, or know of some attendees that are planning on visiting, drop them a message to confirm they can make it on the day.
- Create an itinerary: To make sure that your team is fully up to speed, you should create a dedicated itinerary for each day of the event to share with them. The itinerary should include details like which members of staff will be manning the stand at specific times, the times at which clients will be visiting the stand (including confirmed meetings), who they will be speaking to and what will need to be discussed.
- Confirm deliveries: Of course, at this point you should be confident that everything is being handled by your exhibition stand partner, but it never hurts to check that everything is scheduled to arrive at the correct time and location. If you are delivering the stand yourself, you will need to make sure that you have all of the necessary paperwork and passes for your vehicle and your installation team. Deliveries and vehicles will usually need to be pre-booked via the venue’s online booking system, so make sure to check this in advance.
Days before (and on the day)
In the days before the event, you’ll need to make sure that the stand is exhibition ready.
- Set up the stand: Your exhibition partner might be handling this for you - or a contractor if you have gone with a space-only stand - but you should get your stand set up as soon as the venue allows access.
- Dressing the stand: If you’re bringing along additions for your stand, like printed literature or products for giveaways, you’ll need to work out how you’re getting these to the venue. Once you have arrived and your stand has been built, it’s ready for the finishing touches. Set out your printed materials, products and any decorative extras, and stash away any extra items to keep the stand uncluttered.
- Check your tech: Check your lighting, sound and screens to ensure that everything is running as it should.
- Rehearsals and run-throughs: If you have activities like product demonstrations planned, rehearse them with your team so that there’s still time to adapt them if necessary.
Essentials checklist
Ahead of the big day itself, gather together all of the day-to-day essentials you’ll need for your exhibition stand - here’s what you should bring:
Stationery
Pens, notebooks, scissors, tape, Blu-Tack - it’s better to bring more stationery than you think you’ll need, just in case.
Cleaning supplies
You’ll be in charge of keeping your own stand tidy, so bring cleaning spray, wipes, and anything else you might need to keep the space clean.
Chargers
Something you’ll definitely need during the event, but something that is far too easy to overlook. Power banks, spare batteries and adapters can also come in handy.
Marketing materials
Including printed collateral like brochures and business cards, but also product samples, giveaways and merchandise. If you have any extra branded display materials, like branded tablecloths or pull-up banners, don’t forget to pack these.
Refreshments
Stock up on bottled water and snacks for your exhibition stand team and attendees.
Itinerary
Keeping a few printed copies of your itinerary or plans for the day is always a good idea, in case you have any problems accessing a digital version. Copies of documents like the event contract or staff contact details are also useful.
Staff essentials
Items like name badges and lanyards, or branded apparel, to make sure the stand staff are ready to represent your brand.
Global Experience Specialists
We specialise in delivering extraordinary exhibition experiences across the globe, so if you have any questions about our exhibition stands and event services, get in touch with the GES team.