5 Brilliant Strategies You Must Follow To Plan a Successful Exhibition

5 Brilliant Strategies You Must Follow To Plan a Successful Exhibition

Planning an exhibition can be a daunting task. There are so many details to remember, and more often than not, exhibition preparation begins a year before the trade show. Exhibitions are your time to flaunt your offerings, expertise, or service.

Exhibitions are special they provide a platform for capturing new clients and leads in a face-to-face setting. People visit exhibits because they believe the show will provide them with something of value, something they are looking for, thus your event must be a success. We've compiled our top exhibition planning strategies and how to organize a successful exhibition so you can be certain that you'll have a list of freshly qualified leads and businesses following your event.

Key Strategies for Planning a Successful Exhibition

It's easy to underestimate the amount of time and work required to design and execute a great show. To prevent stress, we recommend that you begin preparing 6 months to 12 months in advance, depending on the scale of the project. Here is some of our top strategy to remember while preparing an exhibition to help you get started.


1)Set a budget

Exhibit planning is exciting! When creative minds gather together, there are frequently so many brilliant ideas flying around the room, but it is critical that you first determine a fair budget. You'll also want to keep to this budget if you want your show to be productive. You must make the best use of your budget.

Typically, the most frequent budget-eating costs are:

  • The location
  • Marketing
  • Technology
  • Guests of honor
  • Food and beverages
  • Staff

These are the first and most important elements to consider while organizing an exhibition.

If you're having trouble determining a reasonable budget for your exhibition, a smart place to start is by reviewing your company's financial records from the previous year. You should be able to determine the cost of each event you attended with a thorough inspection.

By comparing this cost to what you have stated in your marketing budgets, you can verify that your ROI (return on investment) for each event is accurate, plan on how to best save money, and evaluate if your anticipated budget for your future exhibition is realistic.

2)Make a marketing strategy

As with any successful exhibition, you'll need a good marketing plan in place to inform potential attendees that it's happening. You will also need to devote a significant amount of your cash to marketing. Marketing will necessitate two distinct techniques. The first step is to market to the attendees. They must be persuaded that your show is worthwhile to them. Something they require or want, and that the display will serve a function for them. What kind of show do you have in mind? Most importantly, who do you want to invite? For example, if you are arranging a photography or painting show and want to sell your work, you must attract people who share your interests.

Second, you'll want to target exhibitors. To make this work, you must persuade potential exhibitors that you have recruited the proper attendees for their industry. Exhibitors that invest money in booth space and decor will want to know they will get anything in return. Whether it's sales, leads, or brand recognition. In fact, according to a recent poll, 64% of exhibitors indicated that the value of guests was the most significant element in their decision to present at a trade show, so getting this right is critical.

3)Always consider logistics

Our most important exhibition planning recommendation is to always consider logistics. Simple things like ensuring that the event location you pick has nearby parking so that exhibitors can quickly unload and that transit links are nearby are frequently required for every successful show.

With so many logistics considerations to consider, you're certain to overlook some. In terms of logistics, our most significant exhibition preparation recommendations to remember are:

  • How much time will it take to put up and take down stalls?
  • When will the exhibitors arrive?
  • Where do you require technology and equipment?
  • Keep separate lanyards for guests and exhibitors in mind.
  • Do you wish to plan network activities in the interim?

Once you've figured out the logistics, you should be able to create a clear timetable of what has to happen throughout the pre-and post-exhibition periods. Always plan ahead of time to ensure that your overall time management is on track.

4)Location

When it comes to exhibition planning, selecting the correct site is critical to ensuring the success of your event. First and foremost, you must determine how many booths and stalls you will require, as well as how many exhibitors you want to have. Then you must consider special visitors. Do you require a stage or a separate area to conduct a discussion for your distinguished guests? And do you want to have other, smaller conference rooms to host networking events throughout the day?

Once you know who you want to attend and who you want to exhibit, you can start thinking about the location and size of a facility.

If you're an exhibitor looking to buy a place at an event, you'll need to consider where you'll be positioned. To be in a high-traffic area, you must register at least 6 months in advance. Determine the ideal place for your needs and budget. A great piece of exhibition planning advice is that having a spot at the door isn't necessarily a smart idea! It will frequently grow packed, and people will simply go by without looking since they want to get to the main purpose of the performance. Locations near coffee shops and restrooms are ideal for attracting passing guests.

One of the most important aspects of effective exhibition preparation is remembering to assess after the event. What worked well? What might have gone more smoothly? Having a formal review in place can assist you in planning next year's event and ensuring you is more lucrative than the previous year. Examine your objectives, which you established at the start of your exhibition planning period. Were all of them hit? And did you keep to your spending plan? You can learn from areas that need to be improved for the next time.

If you're looking at ROI, consider how many new businesses leads you've generated, the number of direct sales you've made, and the degree of involvement from visitors. As a result, you will be able to measure the level of consumer engagement that this sort of face-to-face connection may achieve.

When organizing an expo, make sure you have a customer feedback procedure in place for both attendees and exhibitors. Hosting contests is a fantastic way to receive honest feedback.

5)Conclusion

The five key points to mind while preparing an exhibition are listed above. Your event will be a success once you understand that exhibits require meticulous preparation.

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