To begin planning an exhibition event, we first need to know what an exhibition is and what is its purpose? An exhibition is a unique event where guests attend to be given answers to something they are actively seeking. For example, a wedding exhibition gives attendees the chance to check out different vendors and seek information for the special day they are planning. Here you can capture qualified leads in-person, which will ultimately help you with exposure and sales.

How to plan an exhibition event?

Now that we know what an exhibition event is and its purpose, we can begin planning. The first thing you will determine is the type of exhibit you will be having. Is it a wedding exhibit? An art exhibit? A trade show exhibit? A fashion exhibit? Once you identify the type of event you’re having, you can start to hone in on the specifics. For example, for an art exhibit, you may be more focused on the theme of your work and building your brand as a whole, whereas a fashion exhibit might be aimed more towards generating buzz and promoting a new line. 

Choosing A Venue

Once you know the type of exhibit you will be hosting, you will now want to choose a rental event space. Now you might be asking what makes a good exhibition venue. The venue for product launch Los Angeles can be a good option for your next exhibition. You will want to make sure you consider the number of guests you would like to attend your event. When it comes to venue booking, the venue is what sets your capacity as well as how many other vendors can be present at your exhibition. You will also want to make sure when you’re choosing the venue, that the aesthetic matches what you’re trying to portray for your brand.

Marketing

Now that you have a venue for the exhibition, you will want to focus your efforts on marketing. First, you will want to lay out a budget for what you would like to spend. A good portion of your budget should go towards getting the word out, especially since you need to market to two different audiences. The attendees will need to be shown that the exhibit is worth their time and effort, and the vendors need to be confident that people will attend the event and purchase from them. Making sure you get these messages right is crucial to your success.

Food, Drinks, and Décor

Drinks and refreshments at your event will drive up your costs, however, you can always factor that into your ticket pricing. Keeping guests full and satisfied will keep them happy throughout your event. They’ll be able to focus more clearly on other details such as your décor. The visuals make a big impact on exhibits and can help you stand out amongst a crowd. Furniture, technology, and branded signage are a few ways to make a visual impression.

Logistics

One of the final things you will want to consider is the logistics behind your event. How close is parking to your event? What time will exhibitors arrive and depart? How much time will you need for setup and breakdown? Where do you need equipment and when? Are you going to be handing out merchandise? If so, what does that look like? What does your flow and time management look like? Making sure you ask these questions beforehand, allows you to create a seamless and successful event flow.

Ticket Sales

Last, but most certainly not least, is ticket sales. This is how you will make a profit from your exhibition. We suggest having a tiered ticket pricing system where attendees are allowed access to different parts of the event depending on the ticket they purchase. For example, if a guest purchases a tier-one ticket, they may have access to the general event. However, if someone purchases a tier-three ticket, they have access to the general event as well as private experiences and a VIP seating area. This way you can incentivize people based on the experience they will receive.

At Ovation Square event venues, we have a great location and large sized-venue, perfect for hosting exhibition events. We are always happy to work with our clients to see what their vision is and how we can bring it to life. We hope these tips fuel your success when planning your next exhibition event.

Frequently Asked Questions

Q. What if I don’t know how many people I want to attend?

A. You can always choose a venue first to see what the capacity is of the space. Or you can determine a specific metric you want to meet such as ticket sales and then calculate your attendees in order to reach your ticket sale goal.

Q. What would you say are the best channels to market on?

A. That really depends on who your target audience is. We always recommend identifying who you are trying to reach upfront and then choosing channels that your audience is present on so you are guaranteed to reach them.

Q. What type of food do you suggest for an exhibition?

A. Usually guests are present at exhibitions for a few hours, so something that will keep them satisfied, but that they can easily walk around with as they explore the exhibition.