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Create professional Gantt charts in GanttPRO in a few clicks
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Exhibition Planning Checklist7/19/2026
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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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1Basics7/20/20267/27/20260480000
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1.1Select appropriate show7/20/20267/23/202601600OpenMedium00
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1.2Set budget7/24/20267/25/202601600OpenMedium00
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1.3Decide type of stand:7/24/20267/27/20260320000
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1.3.1Shell scheme7/24/20267/25/202601600OpenMedium00
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1.3.2Space only7/26/20267/27/202601600OpenMedium00
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1.4Agree stand size and location7/24/20267/27/202603200OpenMedium00
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1.5Learn about the most common exhibiting mistakes before you book7/24/20267/27/202603200OpenMedium00
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2Setting objectives7/26/20268/6/20260640000
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2.1Define your audience7/26/20267/31/202603200OpenMedium00
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2.2What does success look like to you?7/30/20268/6/20260480000
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2.2.1Set sales target7/30/20268/1/202602400OpenMedium00
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2.2.2Set leads target8/2/20268/6/202602400OpenMedium00
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3Show offering8/1/20268/14/20260800000
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3.1Decide which products and services to exhibit8/1/20268/3/202602400OpenMedium00
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3.2What’s your ‘big enticement’? Will you:8/2/20268/9/20260480000
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3.2.1Launch a product / service?8/2/20268/6/202602400OpenMedium00
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3.2.2
Offer a show-only discount / deal?
8/7/20268/9/202602400OpenMedium00
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3.2.3
Provide demonstrations or free trials?
8/6/20268/8/202602400OpenMedium00
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3.3Review speaker opportunities8/9/20268/14/202603200OpenMedium00
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3.4Research workshop or breakout session opportunities8/7/20268/10/202603200OpenMedium00
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4Stand design and requirements8/8/20268/27/202601120000
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4.1Write a good stand brief for your provider8/8/20268/9/202601600OpenMedium00
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4.2Decide stand requirements:8/9/20268/20/20260640000
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4.2.1Location8/9/20268/9/20260800OpenMedium00
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4.2.2Lighting8/10/20268/10/20260800OpenMedium00
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4.2.3
Utilities such as water, electricity, internet, phone lines
8/13/20268/14/202601600OpenMedium00
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4.2.4On-stand furniture8/13/20268/13/20260800OpenMedium00
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4.2.5Carpets / floor covering8/14/20268/14/20260800OpenMedium00
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4.2.6Catering / refreshments8/15/20268/15/20260800OpenMedium00
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4.2.7Cutlery / cups / plates etc8/16/20268/16/20260800OpenMedium00
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4.2.8
AV equipment and/or presentations
8/16/20268/17/202601600OpenMedium00
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4.2.9
Formal / informal meeting areas
8/16/20268/16/20260800OpenMedium00
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4.2.10
USB sticks, adaptors, chargers, cables
8/17/20268/17/20260800OpenMedium00
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4.2.11Waste bins8/20/20268/20/20260800OpenMedium00
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4.3Do you have a data capture system?8/21/20268/21/20260800OpenMedium00
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4.4Will your stand meet safety regulations?8/22/20268/22/20260800OpenMedium00
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4.5Do you have insurance?8/23/20268/23/20260800OpenMedium00
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4.6Do you need security or night sheets?8/24/20268/24/20260800OpenMedium00
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4.7Does the stand need to be stored after the show?8/27/20268/27/20260800OpenMedium00
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5Team8/28/20269/5/20260560000
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5.1Decide on your exhibition team8/28/20268/29/20260160000
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5.1.1Are they knowledgeable?8/28/20268/28/20260800OpenMedium00
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5.1.2
Are they experienced events professionals?
8/29/20268/29/20260800OpenMedium00
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5.2Create stand rota8/30/20268/30/20260800OpenMedium00
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5.3Is branded clothing required?8/31/20268/31/20260800OpenMedium00
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5.4Book hotel rooms and transport8/31/20268/31/20260800OpenMedium00
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5.5Create name badges9/3/20269/3/20260800OpenMedium00
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5.6Set expenses budget9/4/20269/4/20260800OpenMedium00
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5.7Brief team (exhibition goals, lead targets, dress code, stand rules, etc)9/5/20269/5/20260800OpenMedium00
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6Pre-event marketing9/6/20269/10/20260240000
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6.1Learn how to attract more visitors to your stand9/6/20269/6/20260800OpenMedium00
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6.2Promote event on website9/6/20269/6/20260800OpenMedium00
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6.3Promote event on social media9/6/20269/6/20260800OpenMedium00
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6.4Notify clients and prospects9/7/20269/7/20260800OpenMedium00
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6.5Create press release and distribute to target media9/10/20269/10/20260800OpenMedium00
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7On-stand marketing9/11/20269/19/202622560000
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7.1Decide on promotional gifts9/11/20269/11/20260800OpenMedium00
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7.2Design and print sufficient collateral9/12/20269/12/2026100800OpenMedium00
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7.3Design and print sufficient business cards9/13/20269/13/20260800OpenMedium00
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7.4Design and print pop-ups / roller banners etc9/14/20269/14/20260800OpenMedium00
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7.5Sign and return order forms and declarations9/14/20269/14/20260800OpenMedium00
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7.6Note shipping9/17/20269/17/20260800OpenMedium00
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7.7Note set-up and dismantle times9/18/20269/18/20260800OpenMedium00
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7.8Note artwork deadlines9/19/20269/19/2026100800OpenMedium00
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7.9Note show guide deadlines9/19/20269/19/20260800OpenMedium00
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8Paperwork and timelines9/20/20269/28/202611560000
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8.1Decide on promotional gifts9/20/20269/20/20260800OpenMedium00
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8.2Design and print sufficient collateral9/21/20269/21/20260800OpenMedium00
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8.3Design and print sufficient business cards9/24/20269/24/20260800OpenMedium00
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8.4Design and print pop-ups / roller banners etc9/24/20269/24/20260800OpenMedium00
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8.5Sign and return order forms and declarations9/25/20269/25/20260800OpenMedium00
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8.6Note shipping9/26/20269/26/20260800OpenMedium00
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8.7Note set-up and dismantle times9/27/20269/27/20260800OpenMedium00
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8.8Note artwork deadlines9/28/20269/28/2026100800OpenMedium00
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8.9Note show guide deadlines9/28/20269/28/20260800OpenMedium00
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9At the event10/1/202610/5/20260400000
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9.1Take list of important contact numbers10/1/202610/1/20260800OpenMedium00
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9.2Take contract10/2/202610/2/20260800OpenMedium00
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9.3Take stand layout plan10/3/202610/3/20260800OpenMedium00
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9.4Take show stationery10/4/202610/4/20260800OpenMedium00
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9.5Take a First Aid kit10/5/202610/5/20260800OpenMedium00
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10Post-event activity and evaluation10/8/202610/12/20260400000
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10.1Have all scheduled leads been followed up?10/8/202610/8/20260800OpenMedium00
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10.2Have all non-scheduled leads been followed up within 3 days of the event?10/9/202610/9/20260800OpenMedium00
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10.3Evaluate results against objectives10/10/202610/10/20260800OpenMedium00
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10.4Evaluate results against investment.10/11/202610/11/20260800OpenMedium00
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10.5Communicate outcomes to stand team and thank you’s.10/12/202610/12/20260800OpenMedium00
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