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5 Tips for Successful Exhibition Planning

Planning a successful exhibition can be overwhelming and exhausting. Given the many things you need to consider, the entire process of exhibition planning should, ideally, begin months before the event. Exhibitions provide a unique marketing opportunity for companies because these in-person events offer the opportunity to attract passing visitors while simultaneously reaching large segments of their target audience. People attend exhibitions because they think these shows have something of value, and so the event must be a massive success.

When planning any type of exhibition, successful and careful planning starts with asking the right questions. Some of the most important questions include:

  • What do you hope to achieve by exhibiting?
  • Who do you want to reach with your exhibition?
  • What kind of exhibition space is needed?

Once you can answer these questions, you can start planning the logistics of the exhibition itself. Obviously, from beginning to end, there’s a lot to consider and plan for. Fortunately, there’s an easy way to manage any type of event – exhibition planning software from EventPro provides all the tools you need to coordinate all your upper level management.

How to Plan an Exhibition

If you're working on an upcoming trade show or an art exhibition, you can ensure that your exhibition is a success with careful planning and execution. From choosing the right venue to designing your booth to promoting your presence at the event, exhibition planning can be daunting, but the benefits of a successful and memorable event far outweigh the costs.

Planning a Trade Show Exhibition

Trade show exhibitions are crucial for companies since they present an opportunity to reach a new market and gain an edge over competitors. If you want to plan a successful trade show exhibition, ensure you:

Planning an Art Exhibition

An exhibition is more than just a display of artworks; it's an opportunity to share a specific message or point of view with the world. In order to create a successful exhibition, it's important to have a strong concept that ties all of the pieces together.

The concept should be something that will engage audiences and make them want to see the exhibition. Next, you need to choose an event space that is appropriate for the type of exhibition you are planning. From the perspective of venue management, it should be large enough to accommodate the number of works on display, and it should also have good lighting and ventilation. Finally, you need to market the exhibition effectively. You should create eye-catching posters and flyers, and promote the exhibition through social media and other channels.

Two women planning and discussing

Versatile Tips for Successful Exhibition Planning

There’s no way around it, planning a successful exhibition takes time and effort. To avoid last-minute decisions, it is better to start planning many months in advance to ensure you have enough time to iron out all the details. To help you plan a successful event, here are some tips and things you should consider.

Developing a Budget

Planning an exhibition can be fun yet overwhelming. There are often very many ideas when people come together to plan. However, the first step should be to create a budget. You should also ensure you stick to your budget as much as possible to make the event profitable.

Some common expenses that you should incorporate into your budget include:

If you are struggling to develop a feasible budget for the exhibition, a good idea is to check your business’s financial records to determine how much has been spent on similar events. Reviewing these documents can help you ensure you get an accurate return on investment, plan ways to save money, and determine whether your budget is accurate.

Marketing Plan

To ensure you have a successful exhibition, you have to come up with an excellent marketing plan. A large percentage of your budget needs to be assigned to marketing expenses.

You need two types of approaches. You first need to market your event to attendees. You need to convince them that the event has something they desire or need and it is in their best interests to attend the exhibition.

You also want to market the exhibition to exhibitors. To attract exhibitors, you need to convince them that you have attracted attendees that suit their niche. Exhibitors need to know that they are getting something from the event if they are to spend money. In a survey, 64% of exhibitors stated that the quality of attendees was the most important factor they consider when selecting a trade show.


Logistics is one of the most important things to consider when planning an exhibition. From floor plan management to seemingly minor details, such as ensuring that your venue is in a high traffic location with accessible parking. Some of the other things you should consider when it comes to logistics are:


The right venue makes a world of difference. You first need to determine how many stalls and stands you will need and the number of exhibitors you plan to have. Think about guest speakers. Will you need a stage or a separate area for them to talk? Do you need separate meeting rooms to hold networking events? Once you have a better idea of what you need from a venue, finding a space that suits your needs should be easy.

For exhibitors, think about where you will be positioned at the event. It is better not to be situated near the entrance. Spots close to toilets and coffee shops are ideal if you want to attract passersby. To be in a good location with high traffic, you must register early.

Perform an Evaluation

If you want to have a successful event, remember to evaluate after the event is over. What did you like? What did you not like? Performing an evaluation will allow you to organize a more successful exhibition and ensure you generate more income. After all, if you don’t learn from the past, you are doomed to relive it!

Look at the goals and objectives that you had for the event. Did you hit all your goals? Why weren’t you able to hit some? Did you stick to your budget? Determine what hindered you from achieving your goals so you can improve on that next time.

You should also ensure you have a way to collect customer feedback from both exhibitors and attendees. Making it a competition is an excellent way to ensure you get honest customer feedback. For instance, to ensure as many exhibitors as possible complete an opinion survey, tell them they will be entered in a competition where they can receive gifts.

Try EventPro Exhibition Management Software

Once you understand how vital the planning process is to any type of exhibition, you are in a much better position to set yourself up for success.

EventPro software facilitates every aspect of event planning by providing a complete event management toolbox. Try using our fair and exhibition management software to make your job easier.

We want your next exhibition to be a huge success! Contact EventPro to request a free demo today!

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