# The expo organiser checklist.

> A free, printable checklist for expo and trade fair organisers: exhibitors and booths, exhibitor teams, visitor invites, the gate, booth visits and follow-up.

Exhibitors, booths and visitors, step by step: from eight weeks out to the week after, on one printable 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.

Printable PDF: https://fizvizz.com/resources/expo-organiser-checklist.pdf

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Web page: https://fizvizz.com/expo-organiser-checklist