If you’ve ever managed an exhibition or live event, you already know — it’s not just about getting a booth built and calling it a day. There are so many small moving parts that can affect the entire outcome, and as the event manager, you’re expected to keep it all on track.
Whether you’re handling a one-off trade show or juggling a packed annual event calendar, here are a few real-world tips that might help take some weight off your shoulders.
Get Everyone Aligned Early
One of the most overlooked steps in exhibition planning is just talking to the right people early on. Before you dive into layouts, vendors, or printing deadlines, sit down with your internal team and figure out what the actual goal is.
Is it about sales leads? Brand presence? Partner meetings? Too often, marketing and sales teams want different things, and you’re in the middle trying to make it all work.
Don’t Just “Book a Booth”—Plan an Experience
A 36 sqm corner plot means nothing if it doesn’t do something. Think about how people will move through the space. Where will conversations naturally happen? Do you need a quiet corner for meetings? A hospitality bar? Somewhere to store your team’s bags and giveaways?
Instead of just picking colors and counters, consider how the space will actually function during the busiest hours of the show.
Local Knowledge Isn’t Optional — It’s Essential
If you’re exhibiting in the UAE or wider GCC, knowing how things work on the ground is half the battle. Every venue has different rules, paperwork, power specs, and timing quirks.
Having a local team who’s already familiar with the venue (and the organizer) can save you days of back and forth — not to mention the occasional last-minute panic when your delivery truck isn’t allowed in.
Your Timeline Will Slip — Plan for It
Even the best-laid plans run into last-minute changes. That beautifully pre-approved design? Maybe a product update changes everything. The logistics company? They might get delayed. The printer? Of course they’ll need one more day.
Build a buffer — seriously. A day or two of extra time in your schedule can make the difference between a confident rollout and a mad dash on show day.
Think Beyond This One Show
If your company exhibits in multiple cities or regions throughout the year, it’s worth thinking long-term. Some stand elements can be re-used or adapted for future shows. A good build partner will suggest ways to reduce waste and cost while keeping things consistent.
You don’t need to go fully modular — but a multi-show strategy pays off if you plan ahead.
A Final Word
Managing events is intense — there’s pressure, moving deadlines, and a hundred details that can go sideways. But with the right prep and the right people around you, it gets a whole lot smoother.
The best event managers know that picking a reliable, experienced local partner isn’t just about cost or convenience. It’s about having a team that actually gets what’s at stake — for you, your brand, and everyone counting on you to pull it off.
If you’re planning a show in the UAE or GCC, find someone who knows the landscape inside and out, has in-house capabilities, and can adapt quickly to change. It’s one decision that makes everything else easier.
