1Exhibit Options | exhibits that work as hard as you do

Trade Show Planning Checklist

12 Months Prior

• What is your purpose for attending the show •Evaluatethefloorplan,servicesandtrafficpatternstoselectaspacetorent •Readthroughthecontract,makingsureyouunderstandthepaymentschedule, terms,rulesandspaceassignmentmethods. •Applyforyourspaceandmakeyourdeposit • Budget for the show

Six Months Prior

•Whatdoyouwanttoaccomplishwithyourexhibit •Choosevendorsforyourbooth,includingsuppliersandatransportation company •Designanewexhibitifyouneedanewone • Plan out your advertising

Four Months Prior

•Choosewhowillstaffyourbooth •Makeanyreservations,includingcar,flightandhotel •Determinewhatyouroldexhibitneedsforupgrading •Chooseproductstodisplayinyourbooth • How will you handle inquiries •Speakwiththevendorsyouhavechosenaboutyourneeds,includingwhenyouneed theirservices •Createafloorplanforyourexhibit •Finalizeyourexhibitdesignforanewexhibit • Begin your trade show advertising plan

Three Months Prior

•Reviewtheexhibitormanualsoyouarefullyprepared •Chooseyourexhibitsupplier •Gooveryourfloorplan.Makenoteofanyrestrictionsandtargetdates •Planyourpresentationsordemonstrationsyouwillusewithinthebooth •Makealistofanyservicesyouneed.Noteanydiscountdates

2Exhibit Options | exhibits that work as hard as you do

Trade Show Planning Checklist

Three Months Prior ...continued

•Givecopiesoftheplantoyourstaff •Reservetheextraspaceyouneedforyourhospitalitysuiteorpressconference •Chooseyourcateringoptions •Submityourfreeadvertisingtothevenuefortheexhibitorguideorpreview •Turninyourauthorizationformforyourexhibitor-appointedcontractor •Planyourpre-showmeeting

Two Months Prior

•Previewyournewexhibit •Finalizeyourgraphics •Orderbadgesforyourstaff •Provideinformationtootherdepartmentsthatmayusethesamebooth •Orderyourleadformsandfinalizetheproceduresforinquiries •Preparetheordersforalltheservicesyouneed,placingyourorderswithenoughtime tobenefitfrompre-paydiscounts •Checkonallyourpromotionstoensuretheyareontarget •Preparethepresskits •Verifyreservationsforyourentirestaff,makinganynecessarychanges •Createabriefingpacketforthosewhowillstaffyourbooth •Schedulethetrainingforyourstaff •Remindmanagementofbriefingmeetingswiththeiragenda

One Month Prior

•Checkonyourshipments •Checkthescheduleforinstallationanddismantlingofyourbooth,includingan estimateofcost •Confirmalltravelreservations • Follow up with vendors on the dates •Confirmdisplayliteratureavailability •Previewyourportabledisplay •Sendoutallmaterialstoensuretheyarriveontime •Distributebriefingandtrainingmaterialstoyourstaff

3Exhibit Options | exhibits that work as hard as you do

Trade Show Planning Checklist

One Month Prior ...continued •Holdthepre-showbriefingattheoffice •Arrangeanymeetingsyouwillneedtoholdwhileattheshow •Sendsecondreminderofmeetingswiththeiragendatomanagement •Determinewhenyouwillbriefstaffattheshowonthepurposeofattendance, demonstrations,agendaandshowspecials •Makesureyouhavecopiesofyourorderswithproofofpayment,creditcards, contactinformationforallvendors,shippingmanifest,shippinglabelsforreturn shipping,traveler’schecksandengineeringcertificateforyourexhibit

When You Arrive

•Checkforthearrivalofallshipments •Checkonreservationsforhotelroomsandmeetingrooms,aswellascateringorders •Locatetheelectricianandserviceareaandconfirminstallationdateandtime •Supervisethesetupofthebooth • Brief and train your staff one day prior to the start of the trade show

During The Show

•Reserveaspaceforthefollowingyear • Meet with your staff daily •Arrangeforboothdismantlingandreturnshipping •Sendleadformsbacktotheofficeeverydaytobeprocessed

After The Show

•Supervisedismantlingofthebooth •Workwiththeleadsyougenerated •Debriefyourstaff •Composethank-younotestothosewhotookthetimetovisityourboothandsend them