London Exhibition Planning – Seven Ideas

Ensuring your event is a total success from start to finish requires careful planning and attention to detail. We take you through the key areas you need to consider.

An idea

Creating an inspiring idea is essential. You need to capture people’s imagination, and give them a reason for coming. Having a clear theme ensures that people know what it is all about, and what they can gain from it. Work out how many people will be coming, and whether you need to find a venue.

Have some backup’s just in case problems occur.

Budget

This is crucial. You need to know from the beginning what your budget is, and the level of expenses incurred from holding the event. Researching costs for caterers, venue, entertainers and any staffing will give you an indicator as to what you will need to pay. Be prepared to negotiate to get the best deal.

Create a clear preparation timeline

Having a schedule as to when payments have to be made, venues booked, making any purchases, sending out invitations, managing responses ensures that nothing is missed. Allocate tasks to other team members and maintain contact with them to ensure that tasks are completed by specified times.

Exhibition Security

How are you going to ensure that your event is secure? Do you need extra people in place to check invitations, passes or to provide additional security for speakers or participants?

Double check everything

Just before the event, sit down with your team and take a look at your schedule. Check that nothing has been missed, that all facilities are booked and no unexpected hitches have occurred. Check everything carefully – it can be easy to overlook services such as a need for stewards to deal with car parking. Can your car park cope with the additional vehicles? How many extra vehicles are likely to arrive? It is not just event attendees but also provision for vehicles belonging to caterers, organisers, participating companies.

The exhibition itself

Make sure you are at the event well ahead of time. You need to check that everything is in place, and that no unexpected problems have arisen. Being early gives you time to deal with any hitches, and provide solutions if problems arise. Check that any additional event staff, promotional staff, car parking staff have arrived and are aware of all that they are expected to do during the event. Such preparations mean that you can then enjoy the actual event.

Post event evaluation

Organise a meeting with your team after the event to identify what worked and what didn’t. Talk to participants and send out feed back forms to discover how it could have been improved. This will enable you to plan future events.

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