From Booths to Branding: A Step-by-Step Guide to Hosting Your First Exhibition

When hosting an exhibition, you will likely feel excited, nervous, stressed, and a number of other emotions all balled into one. From starting out and designing your event to drumming up visitors and building relationships on the day and beyond, our guide has got you covered. So, without further ado, read on for a walk-through of the whole process to help you plan and execute a successful exhibition stand for your next event.

Define Your Goals

Setting clear, measurable goals for your exhibition is crucial to its success. Whether you’re launching a new product, building brand awareness, or networking within your industry, a solid list of objectives will ensure your exhibition experience meets your expectations. Once you have defined these goals, these objectives will guide every subsequent decision, ensuring your vision and desired outcome are achieved.

Location, Location, Location

Logistical Considerations

When selecting a venue, bear in mind that the space will need to comfortably accommodate all of the needs of your attendees. As such, the location needs to be just right, with ample car parking space and access to public transport as required. It needs to have the right capacity and accessibility where needed.

Allocate your funds wisely to key areas like the venue, catering, marketing, and event design, making use of any tools and resources available to you that can assist you with managing your budget effectively. Always ensure you are staying within your financial boundaries at every step of the way to avoid any unwelcomed surprises!

Event Design

Once you’ve settled on somewhere suitable, carefully plan the design and layout of your event to impress your guests. For example, consider where you will set up the stage, the seating areas, the buffet tables, or any other facet that your event may call for. It’s important to get this step right, as it will leave a lasting impression with your guests.

A stage, in particular, is an important feature of your event design. This area will receive a lot of attention, whether it be for a musical band or for a panel of speakers and will likely feature in a lot of photographs. If in doubt, consider contracting a professional company to assist with the design and build of your event stage.

Preparing Your Exhibition

Having your own stand among the other exhibition stands is a great way to ensure your product, service, or business receive adequate attention on the day. A bespoke exhibition stand will help your brand to stand out at your busy event.

Unlike standard stands, a custom-made design shows off your unique style, message, and products in a way that really demands attention and makes your space look more professional, inviting, and memorable. A tailored stand can also be built to fit your exact needs, whether you want shelves, screens, or seating. And most importantly, a bespoke exhibition stand gives visitors a strong first impression and can help attract more people to your booth, making it easier to connect, promote, and grow your business or brand.

Getting the Word Out

To attract the correct audience, it is essential for your event to be marketed effectively. A comprehensive marketing strategy is essential, utilising social media, email campaigns, and press releases to maximise your reach. Don’t hesitate to bring in experts; digital marketing agencies can offer invaluable support, especially when time is tight and ticket sales are a priority. A well-executed campaign will ensure your event is a success from the moment the invites go out!

During the Big Day

It’s critical to manage operations carefully during the event. This includes overseeing setup, monitoring guest registration, and managing vendor interactions. It will be best to have everything planned in advance, with designated points of contact for any issues that arise, ensuring everything runs like smoothly and just as desired.

Post-Exhibition Follow Ups

Gathering feedback, reviewing key metrics, and evaluating ROI will provide invaluable insights for your post event analysis. Use these learnings to refine your event planning process going forward, ensuring each event is more successful than the last. Also, be sure to take the time to debrief with everyone involved. There’s always something to learn from each experience that can help you to elevate your next event.