Planning an exhibition can be a daunting task, but with the right preparation, it doesn’t have to be. This checklist will walk you through each step to ensure everything runs smoothly, from securing the venue to promoting the event. With this guide, you’ll never miss an important detail, no matter the size of your exhibition.

Get the Checklist

Want to make your exhibition planning easier? Download our detailed checklist as a PDF to print, or copy our Google Sheet and Excel templates for a customizable and shareable version. This checklist is perfect for any exhibition, ensuring you stay organized and on track.

Stay ahead of deadlines and manage every detail efficiently. If you’re planning your first event or you’re a seasoned pro, our checklist will help you achieve a smooth and successful exhibition.

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Pre-event Planning

8-12 Weeks Before the Event

• Clarify the exhibition’s purpose, goals, and target audience.
• Ensure the venue is suitable for the type of exhibition being planned. Confirm the date and review contractual agreements.
• Include specific costs for exhibition booths, materials, booth installation/dismantling, and any special requirements.
• Include roles specific to exhibitions, such as booth managers, exhibitor liaison, technical support teams for AV equipment, and security for exhibit areas.
• Confirm exhibitors, caterers, AV technicians, decorators, security personnel, and cleaning services.
• Develop the theme, logo, color scheme, and key messaging for the exhibition.
• Finalize the floor plan, exhibition stands, booths, signage locations, and attendee flow.
• Verify specific technical needs for each exhibitor, such as Wi-Fi access, sound systems, lighting setups, or projectors.
• Develop a promotional plan with clear deadlines for deliverables.
• Ensure that registration includes options for exhibitors and general attendees. Offer specific registration options for VIPs, exhibitors, and press.
• Ensure that exhibitors have dedicated pages or sections on the website to highlight their products or services.
• Ensure that permits are specific to exhibition-related activities such as outdoor displays, live demonstrations, or the sale of goods.
• Reach out to potential sponsors or partners and finalize agreements.
• Start designing promotional materials, brochures, banners, tickets, and digital content.
• Confirm staffing needs and start recruiting or assigning internal staff.
• Ensure communication tools include dedicated channels for exhibitor coordination, vendor management, and on-site event operations.

4-6 Weeks Before the Event: Event Logistics & Coordination

• Finalize the event schedule, including booth setup and breakdown times.
• Confirm all vendor deliveries and setup schedules.
• Review and confirm all technical requirements with the venue.
• Verify exhibitor booth layouts and specific needs.
• Finalize transportation and delivery arrangements for exhibition materials.
• Coordinate security personnel and access control for the event.
• Confirm volunteer staff roles and schedule their shifts.
• Finalize catering logistics, including staff meals and food delivery times.
• Confirm all signage and branding materials for proper delivery and setup.
• Begin packing and organizing materials for the exhibition.
• Conduct a final check on the event’s insurance coverage, ensuring it includes all necessary activities.
• Confirm media coverage plans and prepare press kits if needed.
• Perform a walk-through of the venue with key vendors to review setups and technical details.

2-3 Weeks Before the Event: On-Site Preparation

• Confirm final attendee and exhibitor registrations and ensure all materials are ready for transport.
• Finalize booth designs, arrangements, and ensure exhibitors know their setup schedule.
• Confirm delivery of exhibition materials to the venue, including printed materials, signage, and displays.
• Coordinate with the venue for access times, parking, load-in instructions, and specific unloading zones.
• Review the floor plan to confirm the correct placement of booths, signage, and visitor pathways.
• Finalize the setup schedule with vendors and exhibitors, ensuring a timely arrival.
• Confirm all technical equipment, such as AV systems, lighting, and projectors, and ensure on-site support is scheduled.
• Verify that all branding materials are ready for display and aligned with the event’s theme.
• Ensure event registration systems are tested and operational.
• Confirm catering arrangements, including any last-minute dietary restrictions or special requests.
• Conduct a review of emergency protocols with all staff and vendors.
• Confirm volunteer or staff shifts, uniforms, and badges to ensure smooth event day operations.
• Test all Wi-Fi and internet connections for exhibitors and attendees.
• Ensure storage space is ready for exhibition materials before setup begins.
• Double-check that all logistics partners are confirmed and aware of the event timeline.
• Prepare contingency plans for any last-minute changes, including additional equipment or staffing needs.

1 Week Before the Event Day – Final Countdown

• Reconfirm final exhibitor and attendee registrations and ensure all materials are ready for transport.
• Finalize event schedule, confirming all timing for speaker sessions, booth setups, and breaks.
• Confirm all vendor and supplier deliveries.
• Conduct a final review of the event floor plan, booth placements, and signage locations.
• Ensure all technical requirements are set up and working at the venue.
• Confirm the availability of backup equipment and materials for contingencies.
• Double-check catering arrangements, including delivery times, special dietary requirements, and staff meals.
• Ensure all event staff and volunteers are briefed and fully aware of their roles and schedules.
• Confirm the setup schedule with the venue and vendors, including load-in and booth preparation times.
• Finalize attendee registration materials and prepare for check-in.
• Verify security measures and ensure proper access control is in place.
• Ensure all promotional materials are packed and ready for distribution.
• Perform a final walk-through of the venue with the team to review event logistics and make any necessary adjustments.
• Send out reminder emails to attendees, exhibitors, and speakers, confirming event details and schedules.

During the Event (Event Day)

Pre-event (On the Day)

• Arrive early to oversee the final setup and ensure everything is in place before attendees arrive.
• Verify that all event staff and volunteers are in position and have received their briefings.
• Ensure all signage is correctly placed, including directional signs, schedules, and exhibitor booth labels.
• Confirm the event registration desk is operational and ready for attendee check-in.
• Set up any last-minute technical adjustments.
• Double-check catering setups to ensure food and beverage stations are stocked and ready.
• Confirm that all exhibitors have their materials and are set up for the event.
• Monitor the entry points to ensure smooth guest flow and minimize bottlenecks.

During the Event

• Ensure the event runs on schedule, keeping track of session timings, speaker introductions, and breaks.
• Monitor exhibitor and vendor performance to ensure they are meeting expectations.
• Troubleshoot any technical issues with AV equipment, Wi-Fi, or lighting immediately.
• Engage with attendees and ensure they are enjoying the exhibition and receiving the necessary information.
• Keep a clear communication line open with staff, volunteers, and vendors for prompt issue resolution.
• Ensure security and safety measures are in place and enforced, including crowd control and emergency protocols.
• Maintain smooth flow at the registration desk and assist attendees when necessary.
• Ensure all scheduled sessions and workshops are starting and finishing on time.

Wrap-up (Event Closure)

• Begin dismantling the exhibition materials and equipment once the event is over.
• Confirm that all exhibitors are packing up their materials and preparing for load-out.
• Collect any unused materials, brochures, or promotional items for future use.
• Ensure all catering and vendor staff are collecting their items and cleaning up their stations.
• Coordinate with security to ensure the venue is properly secured after the event.
• Conduct a debrief with staff and volunteers to review event execution and address any issues.
• Collect feedback from exhibitors and attendees to assess the event’s success.
• Ensure all rental equipment is returned on time and in good condition.

1 Week After the Event: Post-event Activities

• Dismantle all exhibition booths, signage, and displays, ensuring rented equipment is returned.
• Coordinate with exhibitors to return any remaining materials and ensure they’ve packed up all items.
• Collect feedback from exhibitors, attendees, and staff to assess the event’s success and areas for improvement.
• Analyze attendee data to evaluate engagement.
• Send thank-you notes or emails to exhibitors, sponsors, vendors, staff, and volunteers.
• Review financials and finalize the event budget, ensuring all invoices are paid and accounted for.
• Archive event materials for future reference or re-use.
• Follow up with leads and contacts made during the exhibition for potential business opportunities.
• Prepare a post-event report summarizing feedback, attendee engagement, key outcomes, and suggestions for future events.

How to Maximize Social Media to Promote Your Exhibition?

Social media is an invaluable tool for exhibition promotion, offering real-time engagement with potential attendees and exhibitors.

A well-strategized approach can significantly boost awareness and attendance.

Create Engaging Pre-Event Content

Build anticipation by sharing sneak peeks, behind-the-scenes content, and announcements about exhibitors, speakers, or activities. Use countdowns, polls, and teasers to generate excitement and keep followers interested.

Utilize Hashtags and Geotags

Develop a unique event hashtag and encourage attendees to use it. Also, use location-based tags to increase visibility for those searching for events in specific areas, making your exhibition more discoverable.

Host Interactive Social Media Contests

Run contests or giveaways that require followers to engage with event-related content. For example, ask them to share their favorite exhibition features or booth designs for a chance to win free tickets or prizes.

Utilize Live Streaming During the Event

Use platforms like Instagram Live, Facebook Live, or YouTube to stream key sessions, behind-the-scenes tours, or product reveals. It will attract real-time attention and extend your reach beyond physical attendees.

Collaborate with Influencers or Industry Leaders

Partner with influencers or thought leaders within your industry to promote your exhibition. Their endorsement can give your event credibility and expose it to a larger, highly-targeted audience.

How to Engage Attendees and Drive Traffic to Your Exhibition Booth?

Attracting and engaging attendees at your exhibition booth requires more than just showcasing products. To stand out and leave a lasting impression, you must create an interactive and captivating experience.

• Demonstrate your products or services in real-time. Live demos give attendees a hands-on experience, making them more likely to engage with your booth.
• Incorporate games or contests where attendees can win prizes by participating in activities related to your products.
• Promote limited-time discounts or special offers exclusive to event attendees. This creates urgency and incentivizes people to visit your booth.
• Use VR or AR technology to provide an immersive experience. These innovative technologies attract attention and offer a memorable way for attendees.
• Create a live social media feed at your booth by displaying posts with your event hashtag. Encourage attendees to share photos or thoughts on social media to increase engagement.
• Let attendees interact with your products directly. Allow them to test or sample items so they can experience their value firsthand, which builds stronger engagement.
• Design a booth that stands out with bold colors, unique layouts, and engaging visuals. An inviting booth encourages attendees to take a closer look and spend more time interacting with your team.
• Ensure your booth staff is proactive in engaging with attendees. Train them to ask open-ended questions and start meaningful conversations to attract visitors and keep them engaged.

Budgeting for an Exhibition: How to Control Costs Without Compromising Quality

Effective budgeting is key to ensuring your exhibition is both impactful and cost-efficient. Start by strategically selecting the venue. Look for venues that offer comprehensive packages including AV support and catering, which can save on additional costs.

Avoid high-traffic or overbooked locations unless absolutely necessary, as these come with premium pricing.

For booth design, consider modular booth systems, which offer flexibility and reuse across events. Instead of going for a high-cost custom booth, choose professional but cost-effective alternatives like pre-built kits or rental booths.

Use LED screens or interactive displays to enhance engagement without the need for extensive printed materials.

Work closely with vendors to negotiate better deals. For example, sign contracts with suppliers early to lock in competitive rates and discounts. Also, consider using in-house staff for event duties like registration and guest coordination, which eliminates the cost of hiring external contractors.

Exhibition Trends You Should Watch for in 2025

The exhibition industry is evolving, with new technologies and changing attendee expectations shaping the future of trade shows and exhibitions.

Staying updated on these trends can help you stay ahead of the competition and deliver more engaging, innovative experiences.

• As virtual and hybrid formats gain traction, exhibitors will continue to enhance digital experiences with 3D booths, live-streamed demos, and virtual networking sessions. It expands reach and engagement across geographic boundaries.
• Exhibitors are focusing on eco-friendly booth designs, sustainable materials, and energy-efficient technology to meet growing environmental concerns.
• AI tools will be used to customize content and recommendations for attendees based on their behavior and interests. It helps exhibitors create more personalized experiences and improve engagement.
• Augmented Reality (AR) and Virtual Reality (VR) will be more widely adopted to provide immersive, hands-on experiences that go beyond traditional booths.
• Incorporating voice and gesture recognition will allow attendees to interact with exhibits without touching screens or physical displays. It enhances hygiene while adding a futuristic touch to the experience.
• Contactless technology, such as smart badges, NFC, and QR codes, will enable smooth and safe check-ins, data transfers, and interactions.
• Storytelling through immersive digital displays, interactive panels, and experiential zones will be key in 2025. Brands want to create lasting emotional connections with their audience.

Frequently Asked Questions (FAQ)

How can I download the exhibition checklist?
You can download the exhibition checklist in PDF format by clicking the download link on our website. It’s quick and easy, and you can print it out for convenience.

Can I print the checklist?
Yes, the checklist is available in PDF format, so you can easily print it out and use it as a hard copy for your exhibition planning.

Can I edit the checklist?
Absolutely! We provide the checklist in both Google Sheets and Excel formats, which are fully editable. You can customize it to suit your specific event needs.

Is the checklist available for use on mobile devices?
Yes, the checklist is accessible on any device, including smartphones and tablets. You can open the Google Sheets or Excel versions on your device to view and edit the checklist on the go.

How do I use the checklist for my exhibition?
Simply follow the timeline and tasks provided for each phase of your exhibition. You can mark off completed tasks and refer to the checklist at any stage of the planning process to stay organized and on track.

Can I share the checklist with my team?
Yes! The Google Sheets version can be shared with your team in real-time. You can collaborate and update tasks, making it easier to keep everyone aligned throughout the event planning process.

Is this checklist suitable for all types of exhibitions?
Yes, the checklist is designed to be versatile and can be applied to various types of exhibitions, whether you’re organizing an art show, trade show, or product launch event.

Will the checklist be updated in the future?
We regularly review and update the checklist to ensure it aligns with the latest exhibition trends and best practices. You will be notified of any significant updates, and you can download the latest version when available.