Looking Ahead - Your 2025 Trade Show Planning Guide

2025 is fast approaching, and if you’re not prepared, you’ll be stuck with late fees and rush charges for your events. We’ve compiled a timeline and a few tips to help you stay on track this coming trade show season.

4 Months Out

Outline your Budget - Project your costs for everything you’ll need from the booth space and show services, to the lodging for staff and marketing campaigns both before and after the show.
Book your Space - Reserve your booth early because space can fill up fast. Additionally, early bird rates will typically save you 5-10%, which can be re-attributed somewhere else in your budget.
Connect with your Exhibit Solutions Partner (that’s us!) - Ensure you have an effective exhibit by discussing your needs and vision for the show.
Develop your Marketing Plan - Begin planning your promotional program strategy, for before, during, and after your event.

3 Months Out

Finalize your booth layout, design, and graphics.
Furnishings & Accessories - with your booth finalized now is the time to reserve any rental furniture from couches to garbage cans. Here’s another opportunity to save a little with early bird discounts!
Begin Marketing - While it may feel early, tactics such as inviting prospective clients to the show or scouting qualified registries will ensure your booth staff can focus on qualified traffic at the show.
Special Events - Maximize exposure and participation benefits at the show by considering ads or sponsorships.

2 Months Out

Shipping - Shipping to the advanced warehouse is the most cost effective way to transport your exhibit and is the best idea to guarantee everything arrives on time. Don’t get caught with a lost booth or overtime install charges.
Install - For booths that require professional installation, early bird deadlines typically expire 45-60 days before the show. During this time you’ll also want to determine and order any Electrical and Rigging Services.
Marketing - Continue to follow your marketing plan to build excitement.
Giveaways - If you plan on using giveaways in your show plan, be sure to order them well in advance.
Staff - Plan your booth staff, flights, hotel reservations, and the staff uniform, and any other transportation services.

1 Month Out

During this final month, stay organized and lean on your predefined goals, budget, and plan to stay focused.
Booth Accessories - Check to ensure you didn’t forget any of the small (or big) stuff, from video equipment and internet rentals to booth cleaning.
In-booth Materials - Ship your brochures, catalogs and giveaways to the show site or to your booth staffs hotel. These items, if included with your exhibit materials, may be damaged or lost, so shipping them separately will allow for more peace of mind.

For more in-depth information, download Apogee’s Trade Show Planning Guide.

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