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Things to Consider When Planning Your Exhibition

Posted on January 8th, 2009

There are always some things you will not even think about when taking on any kind of new venture. This is where experience is invaluable. When embarking on anything new, whether you are considering taking up a new sport, a trip to a different country, buying a new car you will always look to get some advice from those who know what they’re talking about, not to mention the pitfalls. Exhibiting is no different from any other new undertaking. Most unexpected surprises can be avoided if you just plan ahead properly (…….and preferably bring in the professionals.)

There are always those novice exhibitors who will try to save money by doing everything thing themselves which is commendable…….but not always successful and in our experience, certainly not cost effective in the long run.

As an exhibition company operating in the industry now for several years let us pass on some of our knowledge of exhibiting to you and give you a few pointers towards just a couple of things you may not have even thought of……


If you are planning to organise your own transport you must know size and weight limitations of your transport company. You must also be aware of any restrictions at the venue for loading and un-loading on site.

Are you confident your shipping company will deliver your product in one piece? Do you need to consider building strengthened packing cases for transport?


Know the venue’s rules and regulations. Will you need to use a forklift? What about rigging? Will you need to employ any contractors on site?

You will need to contact the show’s organiser or the venue for bump-in and out times (which are always pretty strict.)

Know what tools you will need to build your stand. Know how many people you will need on-site to put your stand together. You don’t want a team of people standing around doing nothing, but on the other hand you don’t want to run out of time and have to open the show with your staff wasting time on finishing touches and losing out on sales or leads.

Have back up. If anything gets damaged during the build make sure you have things on hand to fix the problem…………such as paint to touch up any scratches.


You will need to know how many leads and power points you require for your lighting and any AV components on your stand. The organiser will generally allocate power beforehand – but it is best to be prepared and have all bases covered. You don’t want to spend hours working on a fantastic power point presentation only to find you have no way of showing it.
These are just a couple of examples of areas which tend to get forgotten at the planning stages of your exhibition.

Any pitfalls in these areas can be avoided by due consideration at the design stage. Any experienced exhibition designer and planner will have taken all these things into account.


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