How to Organise a Last Minute Exhibition

Although the ideal scenario is having plenty of time to plan ahead, from time-to-time a last-minute exhibition could occur — so it’s always good to be prepared!

Whether a spot at an exhibition has only just become available or you simply haven’t had the spare time to plan up until now, a last-minute exhibition isn’t uncommon — it’s something that requires quick, creative thinking to ensure that every vital aspect is considered. In this post, we highlight a few important things to consider when planning a last-minute event, and how to succeed despite a tighter timeframe.

Stay Calm

Although this may sound like the most obvious and useless piece of advice, last-minute planning will be an absolute nightmare if you don’t keep calm and adopt a logical approach. Yes, it’s a stressful situation where you literally have a time limit, but it’s all too easy to make poor decisions if you panic. If you’re ever in a moment where you feel like it’s becoming too much or you’re struggling, give yourself a break, take some deep breaths, and clear your head for a moment. A short walk is always a good option if you need some fresh air, as it not only relieves stress but also can encourage creativity — not a bad combo if you’re struggling for inspiration.

 Call an Emergency Planning Meeting with Your Team

Time is not something you have a great deal of but also should not be wasted. As soon as it’s confirmed that you will be attending an event, it’s crucial to rally the troops as soon as possible to put together a plan of action. Depending on the nature of the exhibition or goals, this will vary somewhat. While you may usually handle the majority of tasks yourself, with a shorter period of time to work with, it could be more productive to delegate as much as you can. This way, your team can handle tasks that don’t require you to handle them firsthand, but it also creates an ideal opportunity for them to take on more responsibility.

It’s also vital for both you and your team to fully familiarise yourself with every aspect of the event. This will include the location, opening/closing times, on-site services (power, wifi, etc.), your exhibition stand spot and much more.

Consult an Exhibition Stand Expert ASAP!

If you’re compiling a to-do list for your last-minute exhibition, consulting an exhibition stand company should be right near the top. A bespoke exhibition stand is essential to attract attention and achieve your goals at events. Therefore, by contacting an expert as soon as possible, it provides a larger window to achieve a design that suits your needs as well as incorporate aspects that may require a longer turnaround.

By failing to do this as soon as possible, you run the risk of having to use a poor quality stand (or no stand at all), which can have a severe impact on the way your brand is perceived and does nothing but fantastic things for your competitors. You want every passerby to be engaged by the design and features of your exhibition stand, so if you have a last-minute exhibition to plan — you should speak with our team of experts today!

Tell Your Customers and Social Media Followers NOW

Throughout the build-up to an event, businesses will post a consistent stream of social media content to ensure that their customers and followers are aware that they’ll be attending an event. Doing so is a fantastic way to create a pre-event buzz and make sure that attendees have good reason to seek out your exhibition stand. Unfortunately, being a last-minute exhibition means that you have to be a little bit more aggressive with your social media marketing.

Luckily you have several social media channels at your disposal. Focusing on Facebook will be the most effective for getting a direct response from people as well as Twitter, which is a fantastic way to connect with the event organisers and attendees — whether it’s directly or via retweets. Also, if you use the event’s hashtag, it will help to get as many event-attending eyes on your posts as possible.

Are you planning a last-minute exhibition and need a bespoke exhibition stand as soon as possible? At Plus Exhibition, our experts can design and manufacture an exhibition stand that suits your needs and budget, and we will strive to accommodate your timeframe. Get in touch today to discuss your requirements!

Tom Bristow

Plus Group

Tom Bristow is the Managing Director of The Plus Group and has worked in the exhibition industry for over a decade. He is passionate about the service his company provides and he eats, breathes and sleeps everything exhibitions.

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