exhibitor checklist: 12 things before the fair.

Confirm the exact fair dates, build-up days before opening and tear-down days after closing. Build-up at larger fairs takes 1 to 3 days, which means your team needs accommodation booked a week before the fair already. Location means the hall and stand number (check the organiser floor plan), van or truck access and the goods entrance opening hours.

Send the floor plan to the organiser for approval (most fairs require this, especially for stands above 3 m). Include counter, wall, lighting, emergency exit and visible graphics placement. Without an approved floor plan the organiser can demand changes on build-up day, which means lost time and extra cost.

Order the electrical connection from the organiser (not yourself!). Pick the correct load in kW based on the equipment you bring: lighting 0.5 to 1 kW, coffee machine 1.5 to 2 kW, induction hob 2 to 3 kW, fridge 0.5 to 1 kW, AV gear 1 to 2 kW. Insufficient load means a tripped breaker at the worst possible moment.

Fair WiFi is public and often overloaded. For any serious demo (video, data transfer, card payments, lead capture on a tablet), order a wired connection or a dedicated WiFi access point from the organiser. Alternative: your own 4G/5G router, but it fails in halls with poor signal.

Graphics is the biggest cause of delays. Printing large panels (banner, counter panel, backdrop) takes 5 to 10 days, plus delivery to the venue. Send the final file in CMYK with 3 mm bleed and 300 dpi to the producer at least 2 weeks before the fair. Reserve for corrections: another week.

Own stand transport is possible by car (small stand), van (up to 18 m²) or truck (larger stands and counters). For a fair abroad, account for customs (ATA carnet for temporary export) and time at the border. Storage between fairs is included in our service for stands you buy or rent from us.

A stand is not autopilot. A 10 m² stand needs 2 to 3 people per shift, a 25 m² stand 4 to 5, an island 50+ m² stand 6 to 8. Split the shifts into 4-hour blocks, because passive presence (waiting, looking at the phone) repels visitors more than an empty stand.

Every visitor is a potential lead. Without a tracking system, 60 to 80 percent of collected contacts are lost after the fair. Use a tablet with a web form (Typeform, Tally, Google Forms), a QR code for self-registration or a business card scanner. Everything flows into your CRM.

Water for the team and visitors is mandatory (bottles or a dispenser with cups). Coffee and drinks for visitors raise average dwell time by 2 to 3 minutes. Product samples (if relevant) must be quickly accessible and labelled with a price or contact. Food for the team: reservation at a nearby restaurant for all days.

Official exhibitor registration with the organiser is a formality, but it requires a signed contract, paid space rent and submitted technical data (floor plan, load, extra services). Stand and equipment insurance (cover for damage, theft, organiser delays) is often included in the organiser package, but check the limit. Food and drinks often require an organiser permit.

On build-up day you need basic tools (screwdriver, pliers, gaffer tape, zip ties, cleaner, cloths). For a long fair (3+ days) add spare graphics (damage), graphic-panel cleaner, extra LED lights. Order a forklift from the organiser if heavy equipment is hard to move by hand.

After the last fair day you have a tear-down window (usually that evening + next day). Without a removal plan you risk extra cost or delays. Follow-up is the most important step: send personal emails to collected leads within 48 hours, while the conversation is fresh. Without this step, 60 to 80 percent of the fair investment is lost.