Planning your presence at a trade show in 6 weeks: the practical guide
- May 21
- 2 min read
Participating in a trade show requires organization—but it's not uncommon for a company to confirm its participation just four weeks before the event. The good news is: it's perfectly manageable if you follow a structured plan. Here are the key steps, week by week, to arrive on show day with a professional booth, a well-briefed team, and top-quality materials.
Week 1: Define your goals and validate your space
Before even thinking about equipment, answer these questions: What is the main objective of your presence? Generate contacts? Launch a product? Strengthen your image with your existing customers? Your answer will guide each of your subsequent decisions.
Next, confirm your space with the organizer (exact dimensions, available height, presence of corners or posts), identify how many people will be present in your team, and list the products or services you wish to highlight.
Weeks 2-3: Order your equipment now
These are the most critical weeks. Production times for retractable banners, modular kiosks, video walls, and large-format printing vary between 10 and 20 business days, depending on your selection . Ordering too late risks leaving you without materials on the big day.
List of materials to evaluate according to your space: retractable banners, fabric image wall, branded tablecloth, document holders, back kakemono, displays, directional signage, promotional items.
At Onivo Expo, we offer a turnkey service. Contact us as soon as your participation is confirmed.
Weeks 4-5: Prepare your content and brief your team
Prepare your marketing materials: product sheets, business cards, sales literature. Ensure that all printed materials are visually consistent with your kiosk.
Brief your team on key messages, common objections, and lead objectives. Clearly define everyone's roles: who greets visitors, who gives demonstrations, and who manages leads.
Also consider the visitor experience: how will you attract people to your kiosk? Live demonstration? Prize draw? Free consultation? A dynamic kiosk attracts five times more visitors than a static one.
Week 6: Logistics and installation
Confirm setup times with the organizer and plan to arrive 30 to 45 minutes earlier than expected. Prepare a complete checklist of all your equipment before departure.
Arrive early on the day to calmly assemble your kiosk, check the lighting, arrange your documents and mentally prepare to welcome visitors in the best conditions.
After the trade show: that's where the sales happen
Post-trade show follow-up is often overlooked, but this is where the real ROI is realized. Re-engage your contacts within 48 hours. Note what worked well and what can be improved for next time.
At Onivo Expo, we've helped hundreds of companies prepare in record time. Contact us as soon as you've confirmed your participation—we'll guide you every step of the way.
