14-15 MONTHS

Create an Exhibit Budget

• Booth costs including set up and tear down
• Venue/exhibit facility rental fees (don’t forget tax!)
• Marketing expenses
• Insurance, including liability and cancellation
• Costs for decoration, storage, utilities and security
• Any travel-related expenses
• Factor in your estimated booth sales income 

Select your Drayage and Decorating Vendors

Drayage (shipping) companies provide you and your exhibitors with professional shipping and handling to and from your exhibitors’ booths. Decorating companies handle everything from pipe-and-drape to carpet and furniture.

• Ask for references
• Make sure companies offer tracking and guarantee shipments on-time and damage-free
• Request pricing estimates or lists
• Request furniture, drape, decor booklet/online link
• Ask about Online exhibitor kits for easy exhibitor ordering

12-13 MONTHS

Design the Exhibit Space Layout and Usage

• Take into account attendee flow and circulation to maximize booth/table space
• Determine any venue restrictions on lighting, signage, booth sizes
• Determine layout for catering points is F&B will be in the hall. 
• Share your floor plan with your other vendors to receive any necessary input
• Arrange for signage placement and equipment rentals
• Identify utilities on your floor plan (e.g. power, phone, internet)
• Have interactive floorplan for exhibitors to select their booth placement if possible

Secure a Lead Retrieval Vendor for your exhibitors to capture leads  

Create Exhibitor Prospectus/Exhibitor Sales Kit. The prospectus should include:

• Overview of the event from the conference organizer
• Highlights of key components of the conference: educational sessions, networking events, exposition
• Attendee demographics/categories
• Benefits for exhibitors (why should they choose to exhibit at your conference)
• Exhibit Packages components and pricing
• Exhibit contract, rules, and regulations (suggest having this as a separate document)

Solicit Exhibitors: It is critical to create industry exposure for your conference to find prospective exhibitors. You are able to create buzz and interest through multiple platforms:

• Email Marketing, social media
• Industry publications
• Post current exhibitors on your conference website to attract other prospects in the industry
• Testimonials
  

4-6 MONTHS 

Provide Visibility for your Exhibitors to Encourage Repeat Exhibitors and Attract New Exhibitors

• Onsite signage
• Conference programs
• Swag
• Event websites

Coordinate a Security Vendor

• Protect exhibits during non-exhibit hours
• Collect references
• Provide estimated hours to obtain costs
• Compare costs
• Ask for client approval
• Draw up contract for co-signature

Manage Exhibitor Registration

• Encourage Exhibit contacts to register their booth staff in advance
• Consider a registration system that scans barcodes for easy badge pickup and serves as a lead retrieval tool for your exhibitors

Review all contracts and printed materials carefully and note all deadlines for submitting paperwork and payments

1-2 MONTHS

Make sure all booths constructions are underway and on schedule

Confirm that all signage, swag, brochures, and other marketing collateral will be ready by the event

Lock down your logistics by confirming all dates and details with your shipping, installation, and storage vendors

Finalize and confirm payment information with your vendors

Showcase your expo: send out press releases and notify your attendee base

Consider an email campaign themed to the trade show

Take advantage of social media

ONE WEEK PRIOR:

Ensure all show management shipments are received to the advanced warehouse (provide decorator with tracking number manifest)

Set up a call with your decorator to go through the run of show: move-in schedule and critical setup times throughout the event

Confirm hotel reservations for any critical staff

POST EVENT:

Collect final bills and review for discrepancies

Send any outstanding payments to client to approve and process