Photos and clips have the most impact while the show is running. This guide shows which roles you need, how a show day runs from photo to post, and where approvals tend to get stuck, including when head office sits in another time zone.
All prices plus VAT · delivered within 24 hours · See all packages & details
During the show your customers, partners and prospects are in the same city, often in the same hall. A post with a photo of your stand and the stand number can still trigger a visit that day. A week later, the same post is just a look back.
For exhibitors travelling from abroad there is a second audience: the people at home. Head office, the sales team that stayed behind and your distributors want to see during the show that the trip is worth it. Material that arrives after the team has flown home misses that moment.
Twenty-four hours is not a goal in itself but a working rule: whatever is shot today is online by tomorrow morning at the latest. That only works if everyone knows before the show who does what and who decides.
Even in small teams these tasks need clear owners. One person can hold several roles, but every role needs a name.
| Role | Task | Where |
|---|---|---|
| Content lead | Contact for photographer and videographer, shot requests, first selection | On the stand |
| Photographer and videographer | Shooting to the shot list, first selection, handover | On the stand |
| Editing | Colour correction, clips, subtitles | On site or remote |
| Approval | Decides alone what gets published | On the stand or at head office |
| Social media | Copy, publishing, replying to comments | Often at head office |
| Stand team | Sharing from personal profiles, tagging contacts | On the stand |
Approval is the role that decides everything. If three people have to sign off and one of them is on a plane, the day is over before anything goes online. Agree before the show who can decide alone, and write down which motifs can be published without asking: stand views, product shots and your own team, for example.
Most of the time is saved before the show opens. These points should be settled the week before:
The routine below has proven itself on trade fair stands. The times are examples; adjust them to your show's opening hours.
| Time | What happens | Who |
|---|---|---|
| 08:30 | Photograph the stand (booth) and team before the doors open | Photographer |
| 10:00–12:00 | Conversations, demonstrations, products | Photographer, videographer |
| 12:30 | First selection of five to ten images | Photographer, content lead |
| 13:00 | Approval and copy | Approver, social media |
| 14:00 | First post with stand number | Social media |
| Afternoon | More shots, interview, material for clips | Videographer |
| Evening | Vertical clip or daily recap | Editing, social media |
| Next morning | More images from the day before for the team's own profiles | Stand team |
On the last show day the focus shifts: team photo, thank-you to visitors, then the full delivery. At Pixer the first photos usually arrive the same day, and the complete material with highlight video and clips within 24 hours after the show ends. Our editing team works remotely in parallel, so the crew on the stand keeps shooting without interruption, and you have everything before you fly home.
The 24-hour rule also applies after the last show day. The thank-you post with team photo and highlight video belongs in the first one or two days, while your contacts still have the show in mind. Then comes the second wave: interview excerpts, product pictures, a longer film. These posts can be spread over several weeks, in your home market as well as on the international channels.
How the whole week fits together is described in our content plan for the show week.
Whatever is created on show day is published by the next morning at the latest.
One person decides alone what gets published.
Drafts with show, hall, stand number and hashtag are prepared before the show.
A single shared link for photographer, approver and social media.
Set handovers when someone at head office is awake.
First photos usually the same day, everything within 24 hours after the show ends.
Someone from marketing or sales who knows the product and is allowed to make decisions. They do not need to spend the whole day on it, but they must be reachable at fixed times.
Yes, if the handover times fit their time zone. Agree a deadline for approval each day. If no answer comes by then, the person on the stand decides.
One company page post a day, plus stories or clips and posts from personal profiles. More is possible if the material allows it.
Light editing, yes: exposure, colour, crop. Detailed retouching is not needed for a same-day post.
Then book the slot on the morning of the first show day. The pictures are ready early enough to use throughout the show.
First photos usually the same day, the full material within 24 hours after the show ends, in all packages from €990. Non-EU companies are invoiced without German VAT.
Want to publish while the show is still running? Tell us the fair and the dates and we will agree handover times and motifs with you in advance.
We reply within 24 hours. During a show week, WhatsApp is fastest.
