Exhibition Planning Tips and Tricks
Pulling off a successful exhibition is more than just showing up with a stack of flyers and a smile; it takes solid planning, smart design, and a bit of outside help. That's where Exhibition Hire comes in handy. In this guide, we’ve pulled together some tried-and-true exhibition planning tips to help you get organised, stand out from the crowd, and make your next event your best one yet.
Dane Botherway - National Manager
Understanding Location and Layout
Where you’re positioned at an exhibition can have a massive impact on how much foot traffic you get. The best spots go fast, so it pays to book early. A prime location near a main entrance, café, or popular attraction can help draw in curious visitors without you having to wave anyone down. It’s also worth thinking about how your stand or organiser will actually work. Is it open on one side or a corner site? Will people be able to walk in and engage easily? You want a setup that feels welcoming, not cramped or confusing. Venues across New Zealand vary quite a bit; what works at Claudelands may need tweaking for the Auckland Showgrounds. That’s where working with a local hire team like Exhibition Hire really helps. We know the layouts, the flow, and how to make your stand capture people’s attention no matter where you're exhibiting.
Everything Begins with a Strong Exhibition Planning Checklist
Before you start booking stands and printing flyers, it’s worth getting the basics sorted with an exhibition planning checklist. First up, figure out what you actually want to achieve. Are you launching a new product, looking to grow brand awareness, or chasing high-quality leads? Your goals will shape everything from the design of your stand to the team members you choose to bring along for the event. Next, lock in a budget. It doesn’t need to be exact to the cent, but it should cover the essentials such as stand hire, furniture, signage, lighting, freight, and any extras. A bit of planning here saves a lot of stress later on. Then, choose the right event. Whether it’s Fieldays, a major industry expo, or a local event, ensure it aligns with your target audience. Not every show is the right fit, and that’s okay. Finally, think about what’s going to pull people in. It could be a clever product demo, something interactive, or just a friendly, well-designed space that feels inviting. Small touches can make a big difference.
Coastgroup Stand 2025 June
Pre- and Post-Show Marketing
Exhibition planning doesn’t start on opening day, nor should it end when the doors close. A bit of pre-show marketing can make a big difference to who shows up at your stand. Let people know where you’ll be and what they can expect. The more people know you’ll be there, the more likely they’ll come looking for you. Once the show’s over, don’t let those leads go cold. Have a plan to follow up, whether it’s a quick email, a call, or sending out more info. A little effort on either side of the event can really boost your return and ensure that all your planning pays off.
Design Your Exhibit to Impress
At a busy exhibition, first impressions really do count. Your stand needs to catch the eye, tell your story, and invite people in—all in a matter of seconds. That doesn’t mean flashy for the sake of it, but a smart, thoughtful design that reflects your brand and sets you apart from the crowd. Think about lighting, layout, colours, and how people will navigate your space. Want a spot for demos? Somewhere to chat with visitors? Space for product displays? Plan for what you need, not just what looks good in photos. The good news? You don’t have to figure it all out alone. At Exhibition Hire, we can help you design a custom stand that works, from simple modular setups to fully custom builds. We’ll make sure it not only looks sharp but functions well, too, so you can focus on connecting with your audience and making the most of your time at the show.
Exhibition Planning Tips and Tricks