Exhibition Stand Constructor in Frankfurt

The project plan for the Frankfurt exhibition must strictly adhere to deadlines and include the names of those responsible for its implementation. It is advisable to set a timeframe that takes into account all potential risks and delays.
An example timeline for an exhibition project is as follows

Over a twelve-month period

• Evaluate and select the exhibition;
• Calculate and approve the exhibition budget;
• Submitting the exhibition application form and signing the contract.

In ten months

• Review exhibitor documentation package, complete and submit all required forms;
• Request the exhibition programme from the organisers;
• Confirm your company’s participation in business or scientific programme events;
• Maintain communication with the exhibition organisers to keep abreast of any changes.

In six months

• Define the products or services to be presented at the exhibition;
• Reserve a stand at ESBAU;
• Coordinate with the advertising and marketing departments to develop a plan to promote your participation in the exhibition;
• Inform the organisers of the events you plan to hold at the exhibition.

In four months

• Identify the staff who will be working at the exhibition;
• Gather the departments involved in preparing for the exhibition, assign responsibilities and define accountability;
• Hold a budget and planning meeting and approve the final budget;
• Work with the advertising or PR department to develop press releases;
• Prepare the company’s promotional materials for use at the show;
• Finalise the design of the exhibition stand;
• Order invitation tickets for the show from the organisers;
• Book hotel rooms and air tickets.

Three months in advance

• Launch a pre-show marketing campaign to drive traffic to your stand;
• Send press releases to the print media.

Two months out

• Monitor progress against the timeline;
• Hold a meeting with the exhibition team to assess readiness and coordinate with other departments in your company;
• Reinforce the pre-show marketing programme by sending personalised invitations to existing and potential customers;
• Finalise staffing, scheduling and working conditions at the show;
• If using temporary staff, confirm arrangements;
• Prepare layout and necessary materials for post-show mailing to customers;
• Confirm hotel and flight reservations.

In one month

• Organise staff training for the show;
• Arrange to re-mail invitations to the show;
• Order equipment and services required for the show (e.g. loading, cleaning, security, telephone, internet);
• Obtain exhibitor passes and arrange insurance.

Within two weeks

• Begin pre-show staff training;
• Contact potential and existing customers and partners to finalise meeting schedules at the show.