Pre-Show Planning Checklist for Cold Comfort - Winter Maintenance Conference & Exhibition

The exhibitors who dominate the floor at MAINTENANCE do not wing it. They arrive with a plan that was finalized weeks ago. This pre-show planning checklist ensures nothing falls through the cracks.

8 Weeks Before MAINTENANCE

• Confirm booth space and review floor plan for optimal positioning
• Finalize booth design concept and begin production
• Book team travel and accommodations in Bilbao
• Set measurable objectives: target number of leads, meetings, and deals
• Order promotional materials, giveaways, and printed collateral

4 Weeks Before

• Launch pre-show email campaign to prospects and existing customers
• Schedule meetings with target accounts attending the event
• Confirm shipping logistics for booth materials and displays
• Prepare product demonstrations and talking points
• Set up digital lead capture tool (Scannly recommended)

1 Week Before

• Conduct team briefing: roles, schedules, dress code, talking points
• Confirm all shipments have arrived at the venue
• Test all technology: tablets, monitors, Wi-Fi hotspots, payment systems
• Send final reminder to scheduled meetings
• Pack emergency kit: extension cords, tape, markers, pain relievers, phone chargers