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Exhibition Planning Checklist9/17/2025
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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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1Basics9/18/20259/25/20250480000
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1.1Select appropriate show9/18/20259/21/202501600OpenMedium00
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1.2Set budget9/22/20259/23/202501600OpenMedium00
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1.3Decide type of stand:9/22/20259/25/20250320000
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1.3.1Shell scheme9/22/20259/23/202501600OpenMedium00
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1.3.2Space only9/24/20259/25/202501600OpenMedium00
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1.4Agree stand size and location9/22/20259/25/202503200OpenMedium00
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1.5Learn about the most common exhibiting mistakes before you book9/22/20259/25/202503200OpenMedium00
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2Setting objectives9/24/202510/5/20250640000
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2.1Define your audience9/24/20259/29/202503200OpenMedium00
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2.2What does success look like to you?9/28/202510/5/20250480000
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2.2.1Set sales target9/28/20259/30/202502400OpenMedium00
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2.2.2Set leads target10/1/202510/5/202502400OpenMedium00
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3Show offering9/30/202510/13/20250800000
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3.1Decide which products and services to exhibit9/30/202510/2/202502400OpenMedium00
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3.2What’s your ‘big enticement’? Will you:10/1/202510/8/20250480000
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3.2.1Launch a product / service?10/1/202510/5/202502400OpenMedium00
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3.2.2
Offer a show-only discount / deal?
10/6/202510/8/202502400OpenMedium00
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3.2.3
Provide demonstrations or free trials?
10/5/202510/7/202502400OpenMedium00
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3.3Review speaker opportunities10/8/202510/13/202503200OpenMedium00
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3.4Research workshop or breakout session opportunities10/6/202510/9/202503200OpenMedium00
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4Stand design and requirements10/7/202510/26/202501120000
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4.1Write a good stand brief for your provider10/7/202510/8/202501600OpenMedium00
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4.2Decide stand requirements:10/8/202510/19/20250640000
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4.2.1Location10/8/202510/8/20250800OpenMedium00
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4.2.2Lighting10/9/202510/9/20250800OpenMedium00
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4.2.3
Utilities such as water, electricity, internet, phone lines
10/12/202510/13/202501600OpenMedium00
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4.2.4On-stand furniture10/12/202510/12/20250800OpenMedium00
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4.2.5Carpets / floor covering10/13/202510/13/20250800OpenMedium00
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4.2.6Catering / refreshments10/14/202510/14/20250800OpenMedium00
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4.2.7Cutlery / cups / plates etc10/15/202510/15/20250800OpenMedium00
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4.2.8
AV equipment and/or presentations
10/15/202510/16/202501600OpenMedium00
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4.2.9
Formal / informal meeting areas
10/15/202510/15/20250800OpenMedium00
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4.2.10
USB sticks, adaptors, chargers, cables
10/16/202510/16/20250800OpenMedium00
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4.2.11Waste bins10/19/202510/19/20250800OpenMedium00
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4.3Do you have a data capture system?10/20/202510/20/20250800OpenMedium00
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4.4Will your stand meet safety regulations?10/21/202510/21/20250800OpenMedium00
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4.5Do you have insurance?10/22/202510/22/20250800OpenMedium00
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4.6Do you need security or night sheets?10/23/202510/23/20250800OpenMedium00
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4.7Does the stand need to be stored after the show?10/26/202510/26/20250800OpenMedium00
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5Team10/27/202511/4/20250560000
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5.1Decide on your exhibition team10/27/202510/28/20250160000
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5.1.1Are they knowledgeable?10/27/202510/27/20250800OpenMedium00
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5.1.2
Are they experienced events professionals?
10/28/202510/28/20250800OpenMedium00
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5.2Create stand rota10/29/202510/29/20250800OpenMedium00
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5.3Is branded clothing required?10/30/202510/30/20250800OpenMedium00
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5.4Book hotel rooms and transport10/30/202510/30/20250800OpenMedium00
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5.5Create name badges11/2/202511/2/20250800OpenMedium00
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5.6Set expenses budget11/3/202511/3/20250800OpenMedium00
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5.7Brief team (exhibition goals, lead targets, dress code, stand rules, etc)11/4/202511/4/20250800OpenMedium00
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6Pre-event marketing11/5/202511/9/20250240000
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6.1Learn how to attract more visitors to your stand11/5/202511/5/20250800OpenMedium00
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6.2Promote event on website11/5/202511/5/20250800OpenMedium00
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6.3Promote event on social media11/5/202511/5/20250800OpenMedium00
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6.4Notify clients and prospects11/6/202511/6/20250800OpenMedium00
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6.5Create press release and distribute to target media11/9/202511/9/20250800OpenMedium00
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7On-stand marketing11/10/202511/18/202522560000
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7.1Decide on promotional gifts11/10/202511/10/20250800OpenMedium00
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7.2Design and print sufficient collateral11/11/202511/11/2025100800OpenMedium00
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7.3Design and print sufficient business cards11/12/202511/12/20250800OpenMedium00
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7.4Design and print pop-ups / roller banners etc11/13/202511/13/20250800OpenMedium00
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7.5Sign and return order forms and declarations11/13/202511/13/20250800OpenMedium00
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7.6Note shipping11/16/202511/16/20250800OpenMedium00
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7.7Note set-up and dismantle times11/17/202511/17/20250800OpenMedium00
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7.8Note artwork deadlines11/18/202511/18/2025100800OpenMedium00
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7.9Note show guide deadlines11/18/202511/18/20250800OpenMedium00
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8Paperwork and timelines11/19/202511/27/202511560000
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8.1Decide on promotional gifts11/19/202511/19/20250800OpenMedium00
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8.2Design and print sufficient collateral11/20/202511/20/20250800OpenMedium00
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8.3Design and print sufficient business cards11/23/202511/23/20250800OpenMedium00
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8.4Design and print pop-ups / roller banners etc11/23/202511/23/20250800OpenMedium00
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8.5Sign and return order forms and declarations11/24/202511/24/20250800OpenMedium00
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8.6Note shipping11/25/202511/25/20250800OpenMedium00
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8.7Note set-up and dismantle times11/26/202511/26/20250800OpenMedium00
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8.8Note artwork deadlines11/27/202511/27/2025100800OpenMedium00
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8.9Note show guide deadlines11/27/202511/27/20250800OpenMedium00
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9At the event11/30/202512/4/20250400000
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9.1Take list of important contact numbers11/30/202511/30/20250800OpenMedium00
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9.2Take contract12/1/202512/1/20250800OpenMedium00
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9.3Take stand layout plan12/2/202512/2/20250800OpenMedium00
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9.4Take show stationery12/3/202512/3/20250800OpenMedium00
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9.5Take a First Aid kit12/4/202512/4/20250800OpenMedium00
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10Post-event activity and evaluation12/7/202512/11/20250400000
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10.1Have all scheduled leads been followed up?12/7/202512/7/20250800OpenMedium00
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10.2Have all non-scheduled leads been followed up within 3 days of the event?12/8/202512/8/20250800OpenMedium00
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10.3Evaluate results against objectives12/9/202512/9/20250800OpenMedium00
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10.4Evaluate results against investment.12/10/202512/10/20250800OpenMedium00
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10.5Communicate outcomes to stand team and thank you’s.12/11/202512/11/20250800OpenMedium00
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