What you will end up with. One timeline that every exhibitor receives, one list of who has delivered what, stand-staff passes issued by code, and lead capture ready for each stand.
Set up with the team. Staff passes, codes and lead capture work in your trial today. Collecting stand paperwork (forms, an exhibitor manual, supplier orders) is set up with the AdmitMe team to suit your event. Send us your exhibitor list and dates using the “Prefer to do it with a person?” section at the end, and we will work out the right set with you.
1. Decide what you need from every stand
Write the list before you write to anyone. Typical items for a trade show or expo:
- public liability insurance, with the dates it covers,
- health and safety information for the stand,
- names of stand staff,
- stand specifications and signage,
- power, wifi and freight needs,
- catering or food safety details, and any special permits such as drones.
Ask for what you will use. Every extra form is an extra reason to be late.
2. Give exhibitors a timeline
Send one simple schedule, with dates, as early as you can. Count back from bump-in.
| When | What happens |
|---|---|
| 10 weeks out | Decide what you need. Build the list. |
| 8 weeks out | Invite exhibitors. Send the timeline. |
| 6 weeks out | Insurance and safety information due. |
| 4 weeks out | Chase what is missing. Stand details and freight due. |
| 3 weeks out | Staff passes open, by code. |
| 2 weeks out | Lead capture briefing. Final paperwork deadline. |
| 1 week out | Review who is outstanding. Phone the rest. |
These are suggested times for a mid-sized event. Move them to suit your venue.
3. Chase early and kindly
A reminder two weeks before a deadline gets a better answer than a warning the day after. Keep one list of who has delivered what, and look at it each week, not once at the end.
Why it matters. Insurance is the item that stops a stand building. Check its dates cover your last day, including bump-out.
4. Issue stand-staff passes by code
Make a hidden category called something like “Exhibitor staff” (see choose your ticket types). Then give each exhibitor their own code for it. Their team registers themselves, you do not type names, and the code shows you how many passes each stand used.
5. Give every stand lead capture
Stands come back when they can show what they got. Seats are US$195 each, as an add-on, and exhibitors see only their own leads. Follow the sponsor leads guide.
6. At bump-in and during the show
- You know which stands are cleared, and which are outstanding.
- Stand staff have passes in the right category.
- Each stand has had its lead capture briefing.
- Someone owns questions from exhibitors on the day.
7. After the show
Export the leads across stands, check each exhibitor’s staff passes against what they used, and write down what you will ask for earlier next time.