Trade show planning template, made for exhibitors.
As a trade show event planner, ask yourself how you can help exhibitors be better prepared?
As an Event Planner, you must remember that businesses invest a lot of money, resources and time into their exhibit at your trade show. It should be of no surprise to you, that Exhibitors will want to make the most of the experience, and most likely want to focus their energy on generating leads and making sales, not spend their time on event planning.
To make it easy for exhibitors to plan and prepare for their upcoming trade show, we created the Exhibitor Project Planner. This template is designed to help exhibitors get the most out of the trade show experience. The template helps exhibitors to systematically plan out their tasks in preparation for the trade show event. In this article, we walk you through the key elements of an exhibitor’s trade show planning tasks, and how best to use this template.
Better prepared exhibitors make your job easier.
You must remember that trade shows are brand activation events for companies across industries to showcase their latest products and services to a large audience. When a company chooses to participate in a trade show, they will most likely want to focus their energy on generating leads and making sales, not spend their time on event planning. Exhibitors want great value for money and to see returns on their investment in your event. And now you can help them do exactly that, by providing them with all the event planning information they need in an easy to use documents.
Happy exhibitors = happy event planner.
As an event planner, it is your job to ensure your exhibitors feel comfortable and confident with the event details, and with their own event plans. Trade show planning templates, such as a trade show checklist and project management plan, are the best thing you can use to help your exhibitors to successfully set up their display stand and achieve great results. Templates create a clear structure for your event information, in a tried and tested format that we know is easy to understand by first time exhibitors.
The use of pre-populated headings and a well-organised format in a professional template will also prevent you from overlooking important aspects of the event planning process. When working with exhibitors, it is best to work with a collection of trade show planning templates such as an exhibition floorplan, exhibitor invitation proposal, exhibitor manual, agenda program, run sheet and exhibitor show book.
RachellA SAYS
“As a Trade Show Event planner, you should always provide your exhibitors with detailed event information in an effort to make their experience seamless and easy.”
Trade show planning should feel easy for exhibitors.
Let’s explore the key tasks for your trade show exhibitors.
From booking the site and designing the stand to pre-event promotion and final preparations, each step plays a vital role in maximising the exhibitor's presence and achieving their event objectives. Here is a snapshot of the essential aspects that exhibitors need to consider and plan for, when preparing to participate in your trade show.
Book a site.
Design the stand.
Plan their own list of tasks and actions.
Submit documents and orders for power, internet, furniture etc.
Book accommodation and transport.
Pre-event promotion
Read your event showbook or exhibitor manual.
Jump ahead with our Trade Show Kit.
We’ve done the hard work for you; now you can plan and manage your trade show from start to finish with ease. Our team curated a winning collection of templates and tools made specifically for organising a trade show. You can get your own collection of ready-to-use Trade Show event planning templates in our Trade Show Kit. It is an event toolkit, designed specifically to help you create a trade show event plan with ease - and this pack includes the very useful Exhibitor Project Planner.
Event planning considerations for exhibitors.
At the beginning, an exhibitor will need to set clear goals for their trade show participation. What do they want to get out of it? What is best for their brand and event objectives? They may need to do some research before they set a budget and make decisions about the type of stand and floor space they will book. Factors they might want to consider include the location of stands in the floor space, other exhibits nearby and the predicted flow of foot traffic by attendees.
Design the stand.
When exhibitors design their display stand, they must take into consideration several elements. The Exhibitor Project Planner template acts as a handy prompt to remind them to think about all the elements including - what type of stand they want to design, who they will engage as a contractor to build the stand, what range of collateral and props will they feature at their booth, and what the approval and payment process is for the display stand build.
Event preparation and timelines.
It’s good to remember that exhibitors are not event planners. They don’t usually know much about how to plan for events so this trade show checklist template is a practical guide to make the experience seamless and easy for exhibitors. The trade show checklist covers event preparation basics such as event staff and rostering, planned activities as the booth, event logistics, catering for staff and so on.
As the event date nears, exhibitors will be required to submit documents to the event planner, and possibly the venue. The trade show planning template lists key deadlines for event documentation and orders for on site services such as power, internet, furniture, accreditation etc.
Event logistics is often forgotten.
Organising event day logistics can feel overwhelming to first time exhibitors. It can also trip up the most experienced exhibitor if the right information isn’t supplied to them. The trade show checklist should include prompts for the exhibitor to ensure they have the information required for their event day delivery plan and event day arrival.
In the final lead up to the event, remind your exhibitors to read the Exhibitor Manual you’ve sent them, and double-check all display stand arrangements. Exhibitors should also be encouraged to bring their own Event Planner’s Emergency Kit to deal with minor incidents at their stand. And don’t forget to prompt exhibitors to ensure staff are all fully briefed and still available.
Rachella SAYS
“When coordinating bump-in timing for trade show exhibitors, don’t assume to know how long it will take them to set-up. You may need to consult and confirm details about their bump-in activity, arrival times and other logistics requirements.”
Wrap up.
As an Event Planner, you must remember that businesses invest a lot of money, resources and time into their exhibit at your trade show. Trade shows serve as powerful platforms for businesses to showcase their products and services, connect with potential clients, and gain valuable exposure within their industry. However, participating in a trade show can feel overwhelming to an inexperienced exhibitor. The best thing you can use to help your exhibitors to successfully set up their display stand and achieve great results.
WRITTEN BY RACHELLA THOMAS
Rachella Thomas is the powerhouse behind award-winning event consulting agency, Event Kit. With her 20+ years’ experience producing world-class events for high-profile clients and brands, Rachella has honed her skills to create a valuable resource for event planners looking to elevate their events. Her wealth of expertise has established Rachella as the go-to event consultant and mentor for aspiring event professionals and businesses alike.
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