Are you planning your first exhibition? At Starlight Exhibitions, we know how exciting — and overwhelming or daunting that can be. From the moment you book your exhibition display stand to the final follow-up email, success is all about preparation. That’s why we’ve created this ultimate exhibition checklist to help first-time exhibitors shine on the show floor.
Whether you’re showcasing a product, building brand visibility, or networking with key clients, this guide will walk you through every step of the journey.
1. Pre-Exhibition Planning (2–3 Months Before)
The earlier you plan, the smoother your experience will be. Start by setting measurable goals — think lead targets, product demos, or social engagement.
Here are some priorities to consider:
- Research and register for the right event
- Define your exhibition budget (factor in stand hire, graphics, logistics, etc.)
- Book your stand space early for a prime location
- Design your stand layout and visitor flow
- Print marketing materials (brochures, flyers, business cards)
- Arrange travel and accommodation for your team
Need help choosing the perfect modular exhibition stand or bespoke design? Explore our exhibition solutions to find the right fit for your brand.
2. Create a Stand That Draws a Crowd
Your exhibition stand is your shopfront — make it impossible to ignore.
Essentials for an eye-catching stand:
- Professionally designed graphics and signage
- On-brand colours, logos, and fonts
- Engaging visuals or product demos
- Strategic lighting for atmosphere and focus areas
Tip: At Starlight Exhibitions, we offer customisable exhibition stands with integrated lighting, AV, and storage — all built to impress.
3. Promote Your Attendance
Your presence at an exhibition needs great promotion. Let your audience know you’ll be there well before the doors open.
Pre-event marketing to consider:
- Announce your attendance on LinkedIn, Instagram & Facebook
- Email your database with event and stand details
- Add event info to your website with a CTA to visit your stand
- Schedule meetings with prospects in advance
- Run a competition or teaser campaign to build excitement
Ask us about branded exhibition giveaways and eye-catching banners that increase footfall to your stand.
4. Pack the Essentials
Packing the right kit can save you from last-minute stress. Here’s your survival list:
Must-haves for your exhibition kit:
- Tools: scissors, tape, Velcro, extension leads, chargers
- Tech: tablets, laptops, AV cables, Wi-Fi hotspot
- Marketing: brochures, price lists, branded merchandise
- Lead capture: business card bowl, QR forms, scanners
- Product samples or prototypes
5. Train Your Team
Your team is the face of your brand. Make sure they’re ready to deliver an exceptional experience.
Key training points:
- Show etiquette and product knowledge
- A 30-second elevator pitch
- Assigning roles (greeter, demo specialist, note-taker)
- Wearing branded clothing or uniforms
Don’t forget the importance of body language either. Positive and engaging body language from exhibitors helps give those visiting your stand more confidence to approach them!
We also offer on-site exhibition stand setup and breakdown, so your team can focus on engagement, not logistics.
6. Show Day Tips
Event day has arrived — now it’s time to shine. A calm, organised team makes a strong impression.
On-the-day checklist:
- Arrive early to set up and troubleshoot
- Test all electronics and lighting
- Keep the stand clean and tidy throughout the day
- Actively engage with passersby — don’t wait for them to approach
- Take photos and videos for social media and post-event use
7. Post-Exhibition Follow-Up
The real ROI often comes after the show. Following up is where your effort pays off.
Post-show action plan:
- Send thank-you emails to visitors and leads
- Follow up within 48 hours while your brand is top-of-mind
- Log leads into your CRM and assign next steps
- Share highlights on social media and your website
- Debrief your exhibition team and document what worked (and what didn’t)
Now you are ready to Exhibit with Confidence?
At Starlight Exhibitions, we’ve supported first-time exhibitors across the UK with expert stand design, logistics, and stress-free setup. Whether you need a sleek modular stand or a bespoke build, we’ve got the tools, team, and talent to bring your vision to life.
Need help planning your stand? Contact us for a free consultation and stand design so that your exhibition attendance has maximum impact.
