The exact schedule depends on the organiser, but working backwards from opening day prevents the final week becoming a design, logistics and printing emergency. Move any organiser deadline earlier if their manual requires it.
90+ days: decide and book
Set the objective, budget and audience. Confirm the event, stand package, key organiser deadlines and who owns the project internally.
60 days: shape the stand
Choose the core offer, messages, demos and products. Confirm stand graphics, furniture, electricity, internet and freight requirements. Start booking travel and accommodation where needed.
30 days: build the event system
Finalise product sheets, QR destinations, lead capture, promotional materials and staff rota. Confirm passes and brief the team on the objective and target visitor.
14 days: test everything
Run demos on the actual devices, scan every QR code, check web pages on mobile data and confirm printed artwork. Build the packing list and assign who brings what.
7 days: freeze and pack
Avoid unnecessary last-minute creative changes. Print paperwork, confirm logistics, pack critical equipment separately and share the event-day brief.
1 day: final operational check
Confirm passes, access time, meeting point, stand number, travel and the most important items. Charge devices and make offline copies of important files.
Event day: capture the next action
Check the stand from the aisle, rotate breaks, keep key materials stocked and record a clear next step for meaningful conversations.
Within 48 hours: follow up
Prioritise leads, send promised information, assign owners and deadlines, then review results against the original objective.
Use organiser deadlines as hard constraints
Your own timeline is only a planning framework. Exhibitor manuals can set earlier deadlines for graphics, electrical orders, freight, badges and stand changes. Add those dates to a shared calendar as soon as the booking is confirmed.
Leave buffer before print and freight deadlines
Plan to finish artwork and documents before the absolute deadline. A small buffer gives you time to correct a QR destination, typo or product detail without paying rush charges or carrying replacement materials to the venue yourself.
Turn one set of event details into the paperwork your team needs
ExhibitorPack creates your booth sign, QR sign, product sheets, staff rota, packing list, lead sheets and event checklist together. Preview the full pack before paying.
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