Organizing an exhibition is a delicate task. Choosing the location, organizing the stands, managing the participants… every detail counts! Discover our guide to make your event a success.
Understanding the concept: definition and objectives of an exhibition hall
It is a gathering of professionals gathered to present their products or services. It is an opportunity for participants to create a personalized space that reflects their image, by opting for the creation of a modular stand for example. The objective is to meet customers and prospects in person, to gain notoriety and to establish partnerships.
Event Planning
Choosing the reception location
Several criteria must be taken into account: reception capacity, accessibility for exhibitors and visitors, availability on the desired dates, possibility of fitting out the stands, etc.
Establish a financing plan
Set up a precise budget. It must take into account the rental of the exhibition venue, but also the costs related to logistics, communication around the event as well as any additional costs.
Create a team dedicated to event management
Form a team that will be responsible for the various tasks: managing participants and partners, setting up stands, promoting the event, etc. Each of these steps takes time. So plan enough time to deal with unforeseen events without stress.
The logistics of the show
Stand layout
The layout of the stands must ensure good visibility for all exhibitors and facilitate the movement of visitors. Also ensure that you comply with current safety and accessibility standards.
Participant Management
Make sure that each participant has the necessary information to best prepare for their presence at the show: location of their stand, opening hours, services available on site, etc. Keep them regularly informed of the progress of the show preparations.
Publicize the event
First, start by defining your targets: professionals in the sector concerned, the general public, specialist media, etc. Then, use all the channels at your disposal: your professional network, event website, social networks, press relations, etc. Also mobilize participants and partners to relay the information to their own networks.
D-Day
Ensure the smooth running of the day
Prepare a list of tasks to be performed and distribute them among your collaborators. Don’t forget to include technical aspects such as checking the audiovisual equipment and lighting in addition to managing the reception and registration of visitors.
Welcoming visitors and exhibitors
A warm welcome is the first step towards a successful experience for your visitors and exhibitors. Make sure that each person receives all the information they need as soon as they arrive at the show: map of the venue, program of the day, available services, etc.
Post-event follow-up
Once the show is over, follow-up with attendees is essential to measure its success and gather constructive feedback. Send a satisfaction survey to exhibitors and visitors to find out how they felt and what they could suggest for improvement. Post-event follow-up also allows you to identify potential areas for improvement for your future professional events. Don’t forget to thank everyone who contributed to the event: staff, partners, suppliers, etc.
As you can see, organizing a trade show requires rigorous preparation and management. With these tips in mind, you are ready to make your trade show a success!
