This blog will help you if you’re planning on setting up your own exhibition stand or display at your next event. For some events, particularly where the stand is small, this makes sense – as long as you are well prepared. Which is where this blog comes in.
- If you can get into the venue early, take the opportunity. Setting up a stand always takes longer than you expect. If you’re early enough you might be able to “borrow” some space from your neighbours during the set up process. It helps if there are two of you.
- Work through your stand set up methodically. Normally you would start with signage and then the stand infrastructure, making sure any power points remain accessible. Generally you should leave literature, products and media equipment until last, unless they are an integral part of the display.
- Mount and connect all electronic equipment and demonstrations. Then test everything from start to finish! Are there any loose connections? Does all the equipment do what it is supposed to do? Do you have all the WiFi codes you need?
- Once the stand is complete check the logistics. A layout that looked great on paper may need some tweaking on the ground. Does the display allow for an easy flow of people? Are there any trailing wires? Do the lines of sight work? Obviously you can’t redesign the display but a bit of tweaking may save problems later.
- Have you got some kind of special display or launch planned for the event? If so, you need to test it (and test again) but then keep it under wraps. You can bet that your competitors will visit at some point, supposedly to say hello, but actually to get a sneaky preview of your stand. (And naturally, you should do the same to them!).
- Don’t see the stand set up as an activity for the first day only. Have a maintenance plan in place ensuring the stand is tidied at the end of the day and all the equipment is checked again each morning, restock literature displays – if you are using them – and make sure every thing has been thoroughly cleaned. Don’t leave your valuables on the stand – especially any notes about your leads.
You might want to make sure you have at least some of the following bits and pieces to hand, in case you need to maintain or repair anything.
- A basic toolkit with pliers, screwdrivers and possibly a hacksaw and Stanley knife.
- Stationery items – including scissors, stapler and staples, note pads, drawing pins, paper and pens.
- Tape, Blu-tac, velcro, glue, hazard warning tape, g-clamp and bulldog clips.
- Spare parts for stands and displays.
- Chargers, spare batteries, multi-socket extension cables, adaptors and fuses.
- Memory sticks/cards and wifi adaptors.
- Screen wipes, spray polish, hand gel, duster or cloths.
- Bin bags or spare boxes
- A basic first aid kit, including headache tablets.
Alternatively, why not ask your event logistics provider about how much of this task they can take off your hands? The best will be used to setting up event displays day in day out and they’re likely to have the equipment and expertise to resolve most set up problems.
It could save you a lot of time and trouble.