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Space-only stands and pavilions

The Exhibition Playbook

From show selection to lead handover, with the deadlines that carry penalties marked.

The timeline

Milestones, working backwards.

Dates are relative to the event. Anything that has slipped past its marker here is not automatically lost, but it is no longer free — and the honest conversation is better had now than in the final fortnight.

The Exhibition Playbook — milestones
Space-only stands and pavilions8 milestones
T-10 monthsShow selected, space negotiated on position as well as sizeMilestone
T-6 monthsStand concept, space plan against the floorplan, budget approvedMilestone
T-4 monthsStructural drawings and complex structure approval submittedMilestone
T-3 monthsRigging, electrical and risk assessments filed; freight plan built backwards from the load-in slotMilestone
T-6 weeksTarget account outreach begins, meeting diary opens, staff briefedMilestone
T-2 weeksFreight despatched, staff schedules and lead capture configured against CRM fieldsMilestone
ShowBuild signed off before doors, daily lead sync, meeting completion trackedMilestone
T+1 weekLeads followed up, dismantle and return freight closed, cost per meeting reportedMilestone

The principles

What this format rewards.

01

The manual is a dated checklist

Build height, rigging plots, electrical loading, risk assessments, fire certificates, dilapidation deposits and freight windows — each with an owner and a date, worked down to zero.

02

Freight is the schedule risk

Customs, carnets, marshalling yards, drayage and a two-hour delivery window that opens at 04:40. Plan backwards from the load-in slot and keep a contingency route.

03

Fill the diary before you travel

Target accounts identified, outreach four to six weeks out, meetings confirmed with a time and a named attendee, a briefing per meeting.

04

Sync leads the same day

Capture configured to your CRM fields, staff briefed on what qualifies, data across before the floor closes.

Other playbooks

Different format, same discipline.

200–2,000 delegates

The Annual Conference Playbook

The operating plan for a multi-day company conference, from the six-month mark to the close-out report.

Playbook10–60 delegates

The Executive Offsite Playbook

How to run a board or leadership offsite where the only visible thing is the work.

Playbook25–500 guests

The Incentive Travel Playbook

Designing a reward journey around the people who won it, and delivering it without them seeing the operation.

Playbook

One working day · hello@voyacircle.com

That is the plan. We can also be the ones running it.

Every milestone above has an owner, a date and a consequence for missing it. If you would rather that owner was us, send the format, the dates and the headcount.

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