Preparing for an exhibition requires planning, organisation and attention to detail. Whether exhibiting at Excel London, NEC Birmingham, Olympia London or regional UK events, a clear checklist ensures nothing is overlooked. This guide provides a comprehensive, step‑by‑step checklist to help UK exhibitors prepare efficiently and deliver a professional, engaging stand experience.
1. Stand Design and Structure
Your stand design forms the foundation of your exhibition success. Ensuring all components are prepared, checked and ready ahead of time prevents costly delays during build‑up.
Confirm Stand Layout and Dimensions
Double‑check your stand dimensions with the event organiser. This ensures your display fits comfortably and complies with venue regulations.
Prepare Graphics and Branding
Ensure all graphic files are supplied in the correct format and resolution. SEG fabric graphics should be checked for colour accuracy and proper finishing before dispatch.
Inspect Lighting Requirements
Good lighting significantly enhances visibility. LED lightboxes, spotlights and halo lighting should be tested prior to the event to ensure full functionality.
2. Logistics and Transportation
Transporting your exhibition stand requires careful planning. From couriers to storage, logistics plays a crucial role in ensuring your display arrives safely and on time.
Confirm Delivery Dates and Access Times
Check your exhibitor manual for build‑up schedules, vehicle access points and unloading restrictions. Many UK venues operate strict time slots for deliveries.
For venue‑specific delivery rules, visit NEC Birmingham’s logistics guidance which details access points and regulations.
Label All Items Clearly
Each case or box should include your company name, stand number and event name. This reduces the risk of items being misplaced.
3. Technical and Electrical Requirements
Electrical services vary by venue and must often be ordered in advance. Late requests can be costly or may not be accommodated.
Order Power Supplies Early
Determine how many power sockets you require. Lighting, screens, laptops and demo units often require multiple connections.
Prepare Cables and Extension Leads
Although many venues provide basic setups, bringing your own certified extensions ensures flexibility during installation.
4. Stand Furniture and Equipment
Furniture contributes to the functionality and feel of your stand. Consider what is necessary for storage, seating and product display.
Select Practical, Space‑Efficient Furniture
Choose lightweight counters, stools or shelving that complements your brand while maintaining open space for visitor flow.
5. Marketing Materials and Digital Assets
Every engagement should support your brand goals. Ensuring that the right collateral is prepared will help you capture leads and communicate effectively.
Prepare Brochures, Flyers and Samples
Bring enough printed materials for the duration of the event. Samples or giveaways should be easy to distribute and relevant to your audience.
Set Up Digital Content
Ensure videos, presentations and touchscreen content are tested and stored on backup drives or cloud accounts.
6. Lead Capture and Data Collection
Capturing visitor information is essential for follow‑ups and post‑event ROI measurement.
Choose a Lead Capture Method
Options include badge scanners, QR‑based forms or manual lead cards. Digital lead capture is typically the most efficient.
Prepare Incentives for Data Collection
Competitions, giveaways or exclusive offers encourage visitors to share their details.
7. Stand Team Preparation
Your staff play a crucial role in creating a positive experience for visitors.
Brief the Team Before the Event
Ensure everyone understands the objectives, target audience and key product messages.
Agree on Roles and Responsibilities
Assign team members to greeting, demonstrating, presenting or managing leads to streamline visitor flow.
8. On‑The‑Day Essentials
Having a kit of essential items prevents small issues from disrupting the day.
Bring Tools and Spares
Useful items include scissors, tape, batteries, chargers, cable ties and cleaning wipes.
Prepare Refreshments and Water
Keeping your team energised helps maintain high‑quality engagement throughout the event.
Conclusion
A well‑prepared exhibition stand is key to delivering a smooth, professional and successful event. By following this comprehensive UK‑focused checklist, exhibitors can minimise stress, avoid last‑minute issues and maximise the impact of their presence. Preparation ensures better engagement, improved efficiency and stronger results from every show.