The Final Steps in Your Event Preparation

Stay on track with your event preparation by following part 2 of our bitesize guide


Find out how to book your stand dressing, choose the best lead capture software and so much more in under three minutes!

Welcome back to another bitesize guide from Quadrant2Design. Our goal is to make planning your exhibition as easy as possible by laying everything out in these short guides.

If you’ve missed one, fear not! You can find the bitesize guides to the first stages of planning an exhibition right here:

In the previous guide, we covered the first steps you should take whilst preparing for your event, including selecting your staff, ordering promotional giveaways and more. This guide wraps up the final steps of this stage, including:

  • Booking your stand dressing
  • Choosing your lead capture software
  • Transfers to/from the venue and/or parking passes
  • Organising client entertainment

Before we get into the final steps of preparing for your event, click here to download your free exhibition planning tool!

Exhibiting Hints and Tips 2

Book your Exhibition Stand Dressing

Once you’ve got an exhibition stand, you can start thinking about the details. These are the added extras that draw people into your booth and encourage interaction.

Some of our clients choose to work with florists or caterers to bring their stand to life, but you’ve probably got ideas. Get this booked in early, you may find your stand dressing supplier gets very busy during exhibiting season.

Download lead capture software

The number one reason that people exhibit is to generate leads and close deals. If you’re not spending some time choosing the right lead capture software then you can say goodbye to your ROI.

The old fashioned ‘drop your business card into this fishbowl’ technique won’t work. You need a system that makes it just as easy to follow up as it was to collect in the first place. This exhibiting guide gives tells you our favourite lead capture apps.

Transfers to/from the venue and/or parking passes

If you’ve been following these bitesize guides then you’ll have already booked your floor space at the right exhibition and chosen your team. That means that you can start thinking about transfers or parking passes when it comes to travelling to/from the venue.

Every venue has a different offering for exhibitors. For example, the NEC in Birmingham has a free bus service from the car park however it is also serviced by public transport. Check the venue’s website to see the best (and most cost-effective) ways to travel there.

Organise Client Entertainment/Meals

You’re not the only business trying to woo the big bosses will all-expenses-paid evenings out. Remember, your competitors are more than likely to have a space at the same trade show as you. You have to get in early to avoid being stuck with the worst evenings!

There are two reasons that we recommend booking early:

Firstly, as mentioned, you don’t want your competitors to nab the best nights with the best clients. These tend to be the first and last nights. Some people don’t arrive on day one, other people leave early or are too exhausted by the end of the show.

Secondly, restaurants will book up fast. Trade shows attract thousands of visitors, and they all need to eat. Booking a table early avoids any embarrassment when it comes to organising your client entertainment.

Summarising Stage Three of Planning your Exhibition: Event Preparation

The only way to deliver the event preparation stage in a bitesize, easy-to-digest guide was to split it into two parts. There is a lot to do at this stage!

If you missed part one, all you have to do is click here and you can recap everything that goes into the early parts of event preparation. If you did read it but you want a catch up anyway, here are all the steps that go into event preparation:

  • Selecting your Staff
  • Planning Stand Activities
  • Sourcing and Ordering Promotional Products
  • Arranging Meetings
  • Training your Staff
  • Book your Exhibition Stand Dressing
  • Download Lead Capture Software
  • Booking your Transfers to/from the Venue
  • Organising your Client Entertainment

Last but not least, download the free planning tool to help you keep on top of your exhibition planning and come back next week for your bitesize guide on transport and accommodation.

Author Bio | Natalka Antoniuk

Natalka is an exhibition blogger for Quadrant2Design who uses her industry expertise to teach business owners the benefits of the trade show floor. She has developed a unique insight into the world of exhibiting, having spent time working alongside exhibitors, event organisers and exhibition stand contractors.


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