There are hundreds of micro decisions that feed into creating a successful exhibition: the setting up, the location, the attendees. It can become a bit of a headache trying to balance so many competing priorities and factors.
One of the biggest decisions you’ll be making is the venue of your event. Choosing the right site can make all the difference to the success of an exhibition.
Whether you are showcasing or launching new products, connecting with industry professionals or bringing businesses together, your chosen event space will influence both the experience your visitors have and the practicalities of running your event.
With seemingly endless factors to consider, where should you start?
Think about your space and layout needs
Before you book the venue, spend some time considering the type of exhibition you are planning. For example, how many exhibitors and visitors are you expecting to attend?
Will you be requiring individual display stands and demonstration areas? Will you want networking spaces or room for large equipment?
Choosing a venue with the capacity to be flexible can make it so much easier to curate a layout that suits your event down to the last detail. Look for a facility that’s able to accommodate your needs without feeling too crowded or unnecessarily large.
Prioritise your location and accessibility
Have a think about how your guests will reach the venue. Are there reliable public transport links? Is there ample parking availability and accessibility for people with different mobility requirements?
Convenient travel links and accessible facilities can both contribute to a good first impression. The more straightforward it is for your people to attend, the better the experience will be for everyone involved.
Check out the venue’s facilities and any tech support you might need
A successful exhibition relies on more than just the physical space it takes place in.
There are various technical considerations to take into account, such as good quality, reliable wifi, appropriate lighting, power supplies and audiovisual equipment.
These are very important to think about if your exhibition involves any delivery of presentations or product demonstrations.
It’s also a good idea to think about your venue’s catering facilities if you’re planning on offering your guests any refreshments.
Consider your budget and any support that might be needed
It’s sensible to look beyond the headline hire fee when enquiring about a venue. Make sure you ask about what’s included in their package and if there will be additional charges for any equipment, staff, or catering you might need.
An experienced venue team can also help with practical arrangements and should be able to help you identify any possible challenges, making the planning less stressful for you. Be sure to check what support will be available before and during your exhibition.
Finding the perfect venue for your exhibition should ultimately be an exciting part of the planning process, a space that works as hard as you do to make your exhibition as unforgettable and stress-free as possible.
