We send up to 7 service emails (you can view these on the Exhibitor service communication email templates page) and 1 survey email spaced across a 12-to-13-week period.
It’s important to note that the number of emails sent will depend on when all required information is received (learn more on the Exhibitor service communications overview page).
Send timings calculator
You can use this simple calculator to see estimated send timings by adding your event dates and estimated approval and/or list send date:
GES Exhibitor Service Campaign Send Timings Calculator
Typical campaign timing
If an exhibitor list (with email addresses) is received at least 14 weeks before the event open date we will follow this send schedule:
- 12 weeks before event open date – Welcome email (online shop is open for orders - provides direct links to the ordering site and exhibitor educational resources)
- 12 weeks before event open date (following Welcome email send) – Outbound call/follow up email (a check-in from the team to support exhibitors in ordering relevant services for their stand)
- 10 weeks before event open date – Onboarding (how to place an order and early bird pricing deadlines)
- 8 weeks before event open date – Design (segmented according to stand type – Show Ready and/or Graphics with early bird pricing reminder)
- 7 weeks before event open date – Logistics (if applicable. How to ship items to and from your stand)
- 6 weeks before event open date – Electrics reminder (book to benefit from early bird pricing)
- 5 weeks before event open date – Discount deadline (reminder that early bird pricing is due to end soon for all services)
- 3 weeks before event open date – Final orders (reminder to order before online store closes)
- Up to a week after event close date – Customer satisfaction survey (non-promotional – sent to monitor service levels and identify improvements)
We aim to send each email on a Tuesday during business hours and stick as closely to this schedule as possible – this is subject to change depending on when the exhibitor website (Expresso) is ready for online ordering and an exhibitor list has been uploaded. The customer success team will aim to call and email the list around 5 working days after a list is received.