Exhibition Planning Timeline: Your Month-by-Month Checklist
Planning to exhibit at a trade show, industry conference or business expo? A successful event starts long before the day itself. Careful preparation, clear timelines and the right support can make the difference between a rushed stand and a brand experience that leaves a lasting impression.
At InsideOut.Events, we support organisations across the UK in delivering exceptional exhibition stands with end-to-end planning. This guide offers a clear month-by-month exhibition planning checklist to help you stay organised, confident and in control from day one.
6 Months Before: Define your Exhibition Strategy
The first step in any exhibition planning process is to set a strong strategic foundation.
Confirm your event goals: Are you launching a product, generating leads, increasing brand awareness or entering a new market?
Book your exhibition space early: Premium locations are in high demand.
Set your overall budget: Include stand design and build, marketing, logistics, staffing, and travel.
Assign key responsibilities: Identify who will manage the project internally and who will represent your brand at the event.
Engage an exhibition design partner early to align on your goals and bring creative expertise into the process.
5 Months Before: Design, Production and Logistics
With your objectives defined, you can move into the design and logistics phase.
Start the stand design process: Brief your supplier, review initial concepts, and approve designs.
Map the visitor journey: Consider how attendees will move through and interact with your stand.
Book accommodation and transport: Especially important for events with limited local options.
Review event-specific regulations: Familiarise yourself with the organiser’s guidelines on stand height, electrics, rigging and flooring.
4 Months Before: Develop Messaging and Engagement Tools
This phase is all about aligning your message with your physical presence.
Finalise your core messaging: Ensure consistency across graphics, literature, and staff briefings.
Plan interactive elements: From product demonstrations to branded experiences.
Launch your pre-event marketing: Email invitations, social media, and press engagement.
Define your lead capture system: Whether using digital tools, badge scanners or contact forms, this needs to be in place early.
3 Months Before: Prepare Operational Details
With the main creative elements in progress, it’s time to manage the practical aspects.
Review and sign off final stand visuals: Allow time for print and production.
Order AV, furniture and branded collateral: Ensure all items arrive well in advance.
Begin stand staff training: Make sure your team can confidently deliver brand messages and engage visitors effectively.
2 Months Before: Confirm and Finalise
This is your opportunity to check, confirm and consolidate all key arrangements.
Submit official forms: These may include health and safety documents, access passes, power orders and insurance.
Print brochures, product sheets and business cards: Ensure all collateral reflects your latest brand identity.
Book photographers or videographers: Capture content to support your marketing efforts post-event.
1 Month Before: Final Preparations
Finalise your build and ensure your team is ready for a smooth event.
Confirm the build schedule: Agree delivery times and installation slots with organisers and suppliers.
Hold a team briefing: Walk through event goals, key messages, and logistics.
Prepare an exhibition essentials kit: Include chargers, stationery, cleaning materials, and other day-to-day supplies.
On the Day: Deliver with Confidence
With thorough planning behind you, your focus on the day should be simple: execute, engage and enjoy. Arrive early, walk the space, brief your team and ensure everything is in place to deliver a seamless experience to every visitor.
Need help planning your Exhibition Stand?
InsideOut Events specialises in creating exhibition stands that combine strategic thinking with eye-catching design. From concept to construction, we take care of every detail to help your business stand out.