A practical checklist that splits your trade fair preparation into four stages. It covers what to decide a month out, what to finish in the last week, how show day runs and what to do once the halls close.
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Trade fair appearances rarely fail because of the big idea. They fail on small things: exhibitor passes that were never ordered, a screen without the right cable, a team that does not know who collects business cards, or photos that arrive three weeks after the show when nobody is talking about it any more.
This checklist groups the work into four stages, each with one clear question. What must be decided 30 days before? What must be finished 7 days before? What happens on show day, and in which order? What happens in the days after? If you skip a stage, you end up doing it later under pressure, usually on the stand and in front of customers.
If you are flying in from abroad to run your stand (booth), the list matters even more, because you cannot drive back to the office for a forgotten item. Deadlines, hall opening times and rules for power, internet, cleaning and photography are set by each organiser. Always check the organiser's exhibitor manual.
A month out, the job is to make decisions, not to polish details. Anything with a lead time or anything that ties up other people belongs here.
In the final week the plan turns into execution. Now you decide exactly what happens on the stand and who owns each task.
One point is often forgotten: how the stand looks on camera. Our guide on preparing your stand for photos covers lighting, screens and tidiness.
Show day has its own rhythm. The times below assume doors open at 9:00. When exhibitors may enter the hall is stated in the exhibitor manual.
When Pixer covers your stand, you usually get the first photos the same day and everything else within 24 hours after the show ends, so the material is ready before you fly home.
The guide on trade fair follow-up shows how to structure these days.
Goal, team, travel, bookings and anything with a lead time or other people involved.
Shot list, briefing, tech test and stand box. The plan turns into execution.
Stand photos before opening, conversations in the morning, team photo and interviews in the afternoon.
Follow up leads quickly, publish content, compare the result with the goal.
Deadlines and rules differ by organiser. Always check there first.
Plan so the photos and films are delivered before you fly home.
Big decisions such as stand space, stand construction and budget are usually made months ahead. This checklist starts 30 days out, when team, travel, bookings, materials and communication become concrete.
In the organiser's exhibitor manual or exhibitor portal. Deadlines vary from show to show, so copy them into a shared calendar early.
Before doors open, when the stand is tidy and there are no visitors yet. Conversation photos work best in the morning, when there is real activity on the stand.
With Pixer, the first images usually arrive the same day and the full selection within 24 hours after the show ends, including two revision rounds. Most exhibitors flying in have everything before their return flight.
No. Companies based outside the EU are invoiced without German VAT. EU companies are invoiced under the reverse-charge procedure with a valid VAT ID.
If photo and video are booked in the 30-day stage, show day stays free for conversations. Send us your show and dates, and we will come back with a concrete proposal.
We reply within 24 hours. During a show week, WhatsApp is fastest.
