Exhibitions management is mostly people management. Each exhibitor has its own team, display, deadlines and expectations. A clear process keeps everyone aligned and prevents last-minute chaos on setup day.
A short manual answers most questions before they are asked. Include:
The floor plan with booth locations and sizes.
What each booth includes, such as tables, chairs, power and signage.
Setup and teardown times, and the loading route.
Rules on display materials, sound, giveaways and food.
Deadlines for artwork, staff names and special requests.
On-site contacts and emergency procedures.
Set clear deadlines for exhibitor details, and follow up promptly when they are missed. Late artwork and unconfirmed staff lists are the most common causes of setup-day stress.
Exhibitors do better when they understand who is coming. Share the visitor profile, expected peak times and the programme of talks so they can plan staffing and messaging.
Run an exhibitor check-in desk with badges and welcome packs.
Walk the floor before doors open to check every booth is ready.
Assign floor staff to answer exhibitor questions during the show.
Keep a runner available for power, furniture or supply issues.
A passport or stamp game encourages visitors to visit every booth. Short exhibitor talks on the stage help smaller exhibitors get noticed.
Send exhibitors a thank-you note, visitor highlights and a short feedback form. Their input will help you plan the next exhibition and keep good exhibitors coming back. Record what worked on the floor plan, which booths drew the most visitors and where congestion built up.
About this guide: Exhibition at SMU is written and maintained by Get Out! Events, a Singapore corporate event company at 14 Robinson Road #08-01A, Singapore 048545. It contains general planning guidance only; confirm current venue rules, permits and partner requirements before you book anything.