Exhibition Spaces in London

Organising an exhibition is a mammoth task. A lot goes into the planning, and with so many people involved, the whole thing can become overwhelming very quickly. Having a management plan – together with a massive To Do list, is essential for something like this.

Decide on What You Want to Show

You’ll already know the topic of the exhibition – maybe it’s something that happens every year. At the same time, it’s best to have a solid theme and to stick with it. While there may be a few unusual stalls that are skirting the boundaries of the show topic, try and keep everything as cohesive as possible.

Get Together A List of Sellers That You Love

This is your exhibition, so come up with a list of stalls that you really want to see there. Stands that you think will draw the crowds and really encompass what the exhibition is all about.  You can personally invite these sellers and even offer them a discount and extra promotion leading up to your event. After all, they’ll be promoting to their customers, and big companies will bring the crowds.

What Need Are You Fulfilling?

Why are you having this exhibition? Maybe there is nothing else like it in your city, or maybe there has been a higher demand for certain goods and you want to let people know about all of the awesome companies there are out there. Maybe your exhibition isn’t about selling at all, but about informing others. It could even be a career fair. Whatever it is, you need to know exactly why you’re doing this and what it is you hope to achieve. Having an objective in mind will help you stay on course.

Choose Your Venue

The type of exhibition you are hosting will have a major impact on the venue you choose, so consider the feel you are looking for the day. You’ll also need a rough idea of how many stands you are looking, and the number of people you are expecting to attend. Location is always key, as you don’t want to be far away from where you expect the majority of your crowd to come from. Luckily, there are loads of exhibition spaces to hire in London, so you can have your pick.  Make sure that there are plenty of parking spaces and easy access for stall holders to set up.

What Set Up Are You Using?

Shell Scheme

A shell scheme is where all of the spaces are enclosed. They have a walled area at the back and names are on boards about each shell. This set-up is good if stallholders don’t need too much room and they offer a little more privacy.

Open Space

Keeping it open is more popular for more creative exhibitions, as it allows the crowds to see everything easier. The stallholders can set up however they want to within the space that’s been allocated.

Promote Early

Fill all of the available spaces at your venue. If you have spaces free, then you are not making the most out of your location. Think carefully about what you are offering and how much you are charging sellers per space. If this is a brand-new exhibition, it’s best to keep prices a little lower to encourage people to sign up.

The same goes for ticket prices. You need to price competitively in order to draw in the crowds. Think about the different types of competitions you can hold for free tickets to the event – this will help you to promote it. Open tickets to public as soon as possible so you can capitalise on the amount of time you have.

Promote yourself online

Without an online presence, your exhibition may fall flat. This is how the majority of people hear about events now, so while getting flyers out is important, don’t neglect social media. Have a firm marketing plan in place and don’t fall behind on it – this will help pave the road to a great exhibition!

Top Tips

Leading up to the opening, there’s a lot for you to think about. Here’s some top tips to follow for when it gets to crunch time.

Choose Your Staff Carefully

It’s best to have some pros on the front lines who can deal with people wanting to buy tickets on the door. They should be able to answer questions about the exhibition and direct people to where they want to go.

Early Bird Tickets

For those that book early, having an early bird price is a good reward, as well as an incentive for others to buy. This will also save queues on the day if people have already purchased tickets.

Goody Bags on Arrival

This is a great idea to make everyone feel welcome. You can advertise some of the stalls, as well as promote your sponsors. Include a map of the exhibition and a few treats and everyone will have a bag to hold their shopping and any leaflets they get!

Have A Crowd Control System

Certain times of the day are going to be busy, so you’ll need to know what to do with the crowds. Have separate doors for entrance and exit and employ a one-way system if it gets too bad.

Don’t Forget About Seats

Everyone needs a sit down once in a while, and after doing a lap of an exhibition it’s a must! Make sure you have adequate seating, so people can have a rest.

Food and Drink

If there’s no food or drink area, people will leave, so it’s important that they are catered to. Exhibition halls can get warm so keep an eye on the AC and provide free water if it’s a particularly warm day.

Running an exhibition is a big ask for anyone, but with the right support behind you and a rock-solid plan, you’re sure to get it right. The satisfaction you’ll feel when you see what a success it’s been is second to none, so make sure you take some time to savour your achievement!