The checklist
Week by week
Four weeks before
- Confirm hall and stand number; download the exhibitor manual and note the badge, rigging and photography deadlines.
- Book photo and video coverage; decide the deliverables (photo set, recap film, interviews, reels) and write them into the quote.
- Draft the content plan: which posts go out on which day, who approves them, which channels.
- List the people to interview: leadership, product specialists, partners, customers visiting the stand.
Three weeks before
- Register exhibitor and contractor badges for the crew and the stand team.
- Send the stand plan, product priorities and brand guidelines (logo, colours, fonts for captions) to the crew.
- Confirm any partner signing, VIP visit or launch moment on the calendar.
Two weeks before
- Brief the stand team on the shoot: portraits before opening, interview slots, consent for visitors where required.
- Prepare press-release templates that need a photograph; agree who receives selects within the hour.
- Check the run of show for any stage sessions your speakers are giving; apply for media accreditation if the organiser offers it.
One week before
- Confirm the call sheet: badge pick-up, entry time, contacts, the quiet corner for interviews.
- Schedule the walk-through during build-up (fifteen minutes).
- Agree the folder structure and naming for the delivery.
The day before
- Walk-through on the stand: camera positions, screens, lighting, product placement.
- Clear the stand of boxes and cables for the morning clean set.
- Confirm who approves selections during the day.
Show days
- Crew on the stand before opening: empty set, portraits.
- First selects during the day; post on LinkedIn the same evening.
- Recap film and set before the day is over; forward to distributors and partners.
After the show
- Two revision rounds; final files archived with the naming convention.
- Follow-up mailing to leads with photos of the stand and the film.
- Case for next year's budget: the stand empty and busy, the numbers, the film.
FAQ
About the checklist
Is it really free?
Yes. Read it here or download the PDF; no email required.
Can we get it as a shared document?
The PDF prints to one page; send us a note if you want an editable version.
Contact
Want us to run the content side?
Send show, hall and stand number. You get a fixed quote within 24 hours.
info@lumiq.mediaLUMIQ Media & Marketing FZCO · Building A1, Dubai Digital Park, Dubai Silicon Oasis, Dubai
We reply within 24 hours. During a show week, WhatsApp is fastest.