Checklist: 10 essential tasks after your exhibition
The end of the exhibition does not mean the end of your tasks as an exhibitor. Experienced exhibitors know that it is precisely then that important tasks need to be carried out.
Before you take a well-deserved break, we have listed ten crucial tasks that you should tackle as soon as the doors of the exhibition hall are closed.
Which tasks should be immediately on your to-do list after the exhibition?
1 – Thank the exhibition team
Send a thank you note, with a copy to management, to appreciate the hard work of the exhibition team. This is often forgotten. Expressing gratitude ensures that the hardworking stand staff feels recognized and valued.
2 – Coordinate the dismantling
Although the dismantling of the stand is arranged beforehand, it is essential to check whether everyone adheres to the process and schedule before you leave. Coordinate with your stand builder and other parties to verify timing and logistics. Additionally, search the stand for any lost items that visitors may have left behind.
3 – Debrief with your team
Gather feedback from your stand staff right after the exhibition. Preferably on the stand itself to gain fresh insights into what went well and any unexpected issues that arose. Schedule a more formal debriefing session with the exhibition team after the event, combining their feedback with survey data and other statistics to create a comprehensive report of the outcomes.
4 – Arrange logistical handling:
Start sending thank you notes to suppliers quickly and ensure that all rental materials are returned properly. Then focus on finalizing and booking invoices, expenses, and receipts from suppliers.
5 – Analyze exhibition data:
Study exhibition data to assess the success of your participation and to identify improvements for future exhibitions. Evaluate the exhibition statistics and gather insights from staff on the stand. Documenting leads and associated data during the exhibition is crucial.
6 – Report to your manager
After gathering feedback, schedule a formal check-in with your manager. Ensure a good report with insights into key KPIs. This creates support for future exhibitions and events.
7 – Ensure proper follow-up on leads:
Implement quick and targeted follow-up on leads based on good qualification; distinguish the quality of the leads and adjust your follow-up accordingly.
8 – Develop marketing strategies for post-exhibition:
Plan your social media strategy for after the exhibition to increase visibility. Coordinate with photographers to ensure that they capture the necessary photos. Use social media platforms to maintain engagement with visitors and further promote the success of the event.
9 – Prepare for future exhibitions:
Carefully organize and archive all exhibition-related files for future use. If you plan to attend the exhibition again next year, start the planning process by securing the stand location and coordinating with key suppliers, such as your stand builder. Ensure proper storage of your (reusable) stand materials.
10 – Recharge:
Do not overwhelm your team immediately with directives for future tasks. Acknowledge their dedication and appreciate their contributions. Take some time to value their efforts before starting on the next exhibition project.
By following this checklist, you can effectively wrap up your exhibition, address important tasks promptly, and ensure a smooth transition to the next exhibition.
Do you also want to get started with effective exhibition participation? Please contact our specialists!