Time management is essential for success at any endevour. It becomes critical for exhibition campaigns. A trade show typically spans 2 to 3 days, and all your tasks and related processes must be accomplished according to that timeframe. You need to be proactive with your approach and follow the best measures to avoid violating any deadlines.
If you want your exhibition journey to be hassle-free, the following seven crucial deadlines you should never miss. This list was compiled with the help of exhibition stand builders in Geneva who have delivered their services to exhibitors for countless trade show campaigns.
1. Booth-Space Booking
Secure your space for exhibition stands as early as possible. Many event organisers begin booking the booth space even before the prior year’s event ends. Once you decide on your participation, proceed promptly with booth space booking. This approach allows you to grab high-traffic spaces on the exhibition floor, and you may also get an early bird discount.
- Hotel-Room Block Deadlines
You can’t ignore accommodation, especially if you are exhibiting internationally. Book early to avoid the last-minute stress and higher charges. You get a wider selection of rooms to choose from, allowing you to secure your preferred room type according to view and space at your chosen hotel. Don’t forget to assign names on time, or rooms may be dropped.
- Early-Discount Cutoff
Many exhibition services and solutions, like flooring or furnishings, often offer significant discounts (upto 20–30%) if ordered a few days (21–30 days) before the event commences. Availing such offers helps you optimize your trade show budget and also saves you from the last-minute rush for booking the essential services like the ones mentioned above.
- Shipping Deadlines
It is tough to imagine any exhibition campaign without shipping services. This is the most common factor that induces delay. Also, missing set dates can incur hefty surcharges for advance-warehouse or direct-to-show deliveries. Therefore, you should book logistical services early to avoid the risk of delays. You may also get better rates for early bookings.
- Exhibit Component Deadlines
Exhibition stands comprise many elements such as design, graphics, flooring, furnishings, AV devices, AR/VR tools, and so on. You must finalise all booth elements early to avoid delays. Hire professional booth builders and contractors as early as possible and stay in touch to avoid any delay in approvals of their work, so they can deliver their finest work.
6. Installation & Dismantle Timeline
Acquire booth setup and dismantle services based on show timelines to control straight-time vs. overtime costs. Get your booth installed well before the event so that you can review the functions and features and resolve any unprecedented issues on time. Also, you ensure timely dismantling because several venues schedule back-to-back events.
- Post-Show Wrap-Up
Your exhibition journey doesn’t end with the exhibition hours. After closing, you must collect invoices, reconcile budgets, follow up on leads, and debrief promptly. This step saves you from committing any goof-ups due to ignorance. It also allows you to learn crucial lessons that can help you refine the strategies and approach for future trade shows.
Following these deadlines ensures you are on time, on budget, and in control. Tracking them means taking a crucial step towards a successful campaign. Thus, follow them rigorously.
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