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Create professional Gantt charts in GanttPRO in a few clicks
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Exhibition Planning Checklist6/2/2025
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Color
WBS Number
Task name / TitleAssigned to
Planned start date
Planned end date
Deadline
Progress (%)
Duration (hours)
Estimated hours
Time log (minutes)
StatusPriority
Task description
Cost
Actual cost
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1Basics6/3/20256/10/20250480000
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1.1Select appropriate show6/3/20256/6/202501600OpenMedium00
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1.2Set budget6/7/20256/8/202501600OpenMedium00
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1.3Decide type of stand:6/7/20256/10/20250320000
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1.3.1Shell scheme6/7/20256/8/202501600OpenMedium00
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1.3.2Space only6/9/20256/10/202501600OpenMedium00
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1.4Agree stand size and location6/7/20256/10/202503200OpenMedium00
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1.5Learn about the most common exhibiting mistakes before you book6/7/20256/10/202503200OpenMedium00
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2Setting objectives6/9/20256/20/20250640000
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2.1Define your audience6/9/20256/14/202503200OpenMedium00
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2.2What does success look like to you?6/13/20256/20/20250480000
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2.2.1Set sales target6/13/20256/15/202502400OpenMedium00
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2.2.2Set leads target6/16/20256/20/202502400OpenMedium00
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3Show offering6/15/20256/28/20250800000
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3.1Decide which products and services to exhibit6/15/20256/17/202502400OpenMedium00
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3.2What’s your ‘big enticement’? Will you:6/16/20256/23/20250480000
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3.2.1Launch a product / service?6/16/20256/20/202502400OpenMedium00
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3.2.2
Offer a show-only discount / deal?
6/21/20256/23/202502400OpenMedium00
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3.2.3
Provide demonstrations or free trials?
6/20/20256/22/202502400OpenMedium00
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3.3Review speaker opportunities6/23/20256/28/202503200OpenMedium00
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3.4Research workshop or breakout session opportunities6/21/20256/24/202503200OpenMedium00
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4Stand design and requirements6/22/20257/11/202501120000
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4.1Write a good stand brief for your provider6/22/20256/23/202501600OpenMedium00
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4.2Decide stand requirements:6/23/20257/4/20250640000
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4.2.1Location6/23/20256/23/20250800OpenMedium00
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4.2.2Lighting6/24/20256/24/20250800OpenMedium00
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4.2.3
Utilities such as water, electricity, internet, phone lines
6/27/20256/28/202501600OpenMedium00
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4.2.4On-stand furniture6/27/20256/27/20250800OpenMedium00
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4.2.5Carpets / floor covering6/28/20256/28/20250800OpenMedium00
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4.2.6Catering / refreshments6/29/20256/29/20250800OpenMedium00
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4.2.7Cutlery / cups / plates etc6/30/20256/30/20250800OpenMedium00
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4.2.8
AV equipment and/or presentations
6/30/20257/1/202501600OpenMedium00
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4.2.9
Formal / informal meeting areas
6/30/20256/30/20250800OpenMedium00
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4.2.10
USB sticks, adaptors, chargers, cables
7/1/20257/1/20250800OpenMedium00
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4.2.11Waste bins7/4/20257/4/20250800OpenMedium00
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4.3Do you have a data capture system?7/5/20257/5/20250800OpenMedium00
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4.4Will your stand meet safety regulations?7/6/20257/6/20250800OpenMedium00
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4.5Do you have insurance?7/7/20257/7/20250800OpenMedium00
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4.6Do you need security or night sheets?7/8/20257/8/20250800OpenMedium00
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4.7Does the stand need to be stored after the show?7/11/20257/11/20250800OpenMedium00
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5Team7/12/20257/20/20250560000
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5.1Decide on your exhibition team7/12/20257/13/20250160000
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5.1.1Are they knowledgeable?7/12/20257/12/20250800OpenMedium00
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5.1.2
Are they experienced events professionals?
7/13/20257/13/20250800OpenMedium00
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5.2Create stand rota7/14/20257/14/20250800OpenMedium00
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5.3Is branded clothing required?7/15/20257/15/20250800OpenMedium00
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5.4Book hotel rooms and transport7/15/20257/15/20250800OpenMedium00
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5.5Create name badges7/18/20257/18/20250800OpenMedium00
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5.6Set expenses budget7/19/20257/19/20250800OpenMedium00
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5.7Brief team (exhibition goals, lead targets, dress code, stand rules, etc)7/20/20257/20/20250800OpenMedium00
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6Pre-event marketing7/21/20257/25/20250240000
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6.1Learn how to attract more visitors to your stand7/21/20257/21/20250800OpenMedium00
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6.2Promote event on website7/21/20257/21/20250800OpenMedium00
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6.3Promote event on social media7/21/20257/21/20250800OpenMedium00
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6.4Notify clients and prospects7/22/20257/22/20250800OpenMedium00
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6.5Create press release and distribute to target media7/25/20257/25/20250800OpenMedium00
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7On-stand marketing7/26/20258/3/202522560000
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7.1Decide on promotional gifts7/26/20257/26/20250800OpenMedium00
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7.2Design and print sufficient collateral7/27/20257/27/2025100800OpenMedium00
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7.3Design and print sufficient business cards7/28/20257/28/20250800OpenMedium00
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7.4Design and print pop-ups / roller banners etc7/29/20257/29/20250800OpenMedium00
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7.5Sign and return order forms and declarations7/29/20257/29/20250800OpenMedium00
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7.6Note shipping8/1/20258/1/20250800OpenMedium00
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7.7Note set-up and dismantle times8/2/20258/2/20250800OpenMedium00
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7.8Note artwork deadlines8/3/20258/3/2025100800OpenMedium00
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7.9Note show guide deadlines8/3/20258/3/20250800OpenMedium00
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8Paperwork and timelines8/4/20258/12/202511560000
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8.1Decide on promotional gifts8/4/20258/4/20250800OpenMedium00
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8.2Design and print sufficient collateral8/5/20258/5/20250800OpenMedium00
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8.3Design and print sufficient business cards8/8/20258/8/20250800OpenMedium00
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8.4Design and print pop-ups / roller banners etc8/8/20258/8/20250800OpenMedium00
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8.5Sign and return order forms and declarations8/9/20258/9/20250800OpenMedium00
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8.6Note shipping8/10/20258/10/20250800OpenMedium00
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8.7Note set-up and dismantle times8/11/20258/11/20250800OpenMedium00
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8.8Note artwork deadlines8/12/20258/12/2025100800OpenMedium00
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8.9Note show guide deadlines8/12/20258/12/20250800OpenMedium00
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9At the event8/15/20258/19/20250400000
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9.1Take list of important contact numbers8/15/20258/15/20250800OpenMedium00
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9.2Take contract8/16/20258/16/20250800OpenMedium00
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9.3Take stand layout plan8/17/20258/17/20250800OpenMedium00
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9.4Take show stationery8/18/20258/18/20250800OpenMedium00
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9.5Take a First Aid kit8/19/20258/19/20250800OpenMedium00
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10Post-event activity and evaluation8/22/20258/26/20250400000
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10.1Have all scheduled leads been followed up?8/22/20258/22/20250800OpenMedium00
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10.2Have all non-scheduled leads been followed up within 3 days of the event?8/23/20258/23/20250800OpenMedium00
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10.3Evaluate results against objectives8/24/20258/24/20250800OpenMedium00
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10.4Evaluate results against investment.8/25/20258/25/20250800OpenMedium00
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10.5Communicate outcomes to stand team and thank you’s.8/26/20258/26/20250800OpenMedium00
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