Free checklist
The expo organiser checklist.
Exhibitors, booths and visitors, step by step: from eight weeks out to the week after, on one printable checklist.
- 19 items in 5 stages
- A printable A4 PDF
- Free, for any event and any tool
What's in the checklist
Eight weeks before
- Lock the exhibitor list Company, booth number and a main contact for each one.
- Number booths to navigate A hall letter plus a number, such as A14.
- Keep it in one sheet Import it rather than retyping booth numbers.
- Confirm what exhibitors get Stand size, power, team size, and how visits are recorded.
Four weeks before
- Bring exhibitor teams in Give each company a way for its team to join.
- Complete exhibitor pages About, links, brochure and team, for visitors to browse.
- Brief exhibitors Opening times, how booth visits work, and who to call.
One week before
- Invite visitors Each with a personal QR for a quick scan at the gate.
- Print the event QR For posters at the entrance and around the venue.
- Print booth QR codes One for every stand, so visitors can record a visit.
- Dry-run the gate With test codes and the people who will scan.
On the day
- Enough scanners for the opening rush One queue per scanner, and a help lane.
- Searchable exhibitor list So visitors find booth numbers on their phones.
- Encourage booth scans A recorded visit beats a business card in a bowl.
- Walk the floor twice Exhibitors remember the organiser who checked in on them.
The week after
- Give exhibitors their visitors Who came by, with names, job titles and times.
- Export the attendee list For your records.
- Read the booth stats Most visited booths and most active visitors, for next year.
- Thank everyone, share the dates Re-booking is easiest while the event is fresh.