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First time exhibitor tips: setting up, planning your stand, and more


Taking part in a trade show is hugely beneficial for businesses. New contacts are made; face-to-face negotiations take place; and you can put your products and services in front of an interested and targeted audience. 
However, it can be a little intimidating heading to a trade show in a new market for the first time. ITE has put together some hints and tips to help you and your business set up, break down stands and prepare for success.
Make full use of your organiser’s technical team
Most exhibition organisers, including ITE, will have a dedicated technical team to take care of the key practical aspects of exhibiting – primarily making sure your stand and the products you’re displaying are installed in the venue on time. Technical teams has all the experience and know how on how best to set up and break down displays quickly and efficiently, plus everything you need to know about shipping products and freight to trade events. Chat to them if you are unsure of any aspects of exhibiting.
Book your stand early
Good trade events sell out quickly. Once you’ve identified the right exhibition to suit your marketing and sales aims, book early before floor space is snapped up. 
Know what kind of stand you want
Broadly speaking, exhibition stands come in two types – standard and custom. At ITE’s events, Standard Shell Scheme stands are built by our in-house team. The overall size of wall panels used as standard is ~ 100 x 250 cm with a face size of ~ 95 x 235 cm and ~50 x 250 cm with a face size of ~ 45 x 235 cm. There are also Premium Shell stands with wall panels of between 2.5 and 2.8 metres, and a total height of 304 cm.
However, if you want a custom stand, talk to your technical team and they will point you in the right direction. Knowing the dimensions of your organiser’s standard-issue stands will help you plan what you wish to bring and how to best design the layout. This will help you make the maximum impact with your stand, and do justice to the products and services you’re showcasing to new buyers.
Also consider aspects such as what furniture, if any, will you need, posters, any additional screens, internet connections, electricity supply and so on. Doing so will ensure a smoother process after you've made the decision to take part.
Read the technical manual
Exhibition technical teams put together technical manuals packed with knowledge of rules, regulations and more on setting up stands. Each events has a unique technical manual. It is also advised to give your technical manager a call to discuss which sections will be applicable to you and important for participation. Reading this will give you a clearer picture of what to do and how to do it when exhibiting.
Observe deadlines
With potentially thousands of exhibitors attending a single show, setting up and dismantling stands runs on a strict timetable. Make sure you adhere to these to avoid any delays or mishaps while travelling to and building your stand. The technical manual will lay out all timetables for you, but if in doubt contact your technical manager.
Arrive at least one day early
While sticking to timetables is essential, it is best to arrive at the venue at least one day early – particularly if you are travelling overseas. Issues could arise, such as stand furniture missing, exhibitor badges being printed incorrectly, freight not arriving and so on, so arriving early will give you time to counteract any problems that may occur.
Always use official stand constructors
It is highly advised that you stick with the official stand constructors recommended by the organisers. ITE’s team has over 25 years of experience in assembling stands, so your display will be in good hands. Outside construction teams can be hired – but this is at the exhibitor’s own expense and risk.
Use official forwarding agents
Organisers will have a network of highly reliable international forwarding agents to handle all freight requests. Do not try and cut costs here. It is not worth the extra expense and trouble if key elements of your display are missing. 
Do not use a courier service. Official freight forwarders will take care of any relevant customs rules and regulations affecting your products or displays. If an independent courier service is used, you run the risk of having your items being stuck in customs until after the show is finished. 
Looking for your next new market? ITE Build & Interiors organise 38 trade shows for the building, interior, HVAC and architecture industries in some of the world's most exciting markets. Take a look at our event calendar and see where our shows can take you next.


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