Exhibitor Kit Template: Streamlining Exhibitor Participation

Apr 3, 2024

For exhibitors to participate in events more efficiently, they must have an exhibitor kit. This guide makes sure exhibitors have everything they need for a successful event presence by outlining the essential elements of an exhibitor kit, such as booth information, shipping guidelines, and rules.


Exhibitors are an essential component of any conference or trade show. Exhibitors who are well prepared not only increase their chances of success but also make a major contribution to the overall quality of the event. An exhibitor kit, which is usually provided by the organizer, is a crucial component of this setup since it gives exhibitors the knowledge and materials they need to run a profitable booth. 

What is an Exhibitor Kit?

The term "Exhibitors' Kit" refers to a handbook-like material that the organizer shares with each exhibitor, outlining the guidelines for running the event, and important information to remember, among other things.  A comprehensive list of all authorized vendors is usually included in the Exhibitor Service Kit, along with other details about the show, utilities, target move-in floorplan, shipping and material handling, and the ability to order goods and services.

Understanding the Purpose of an Exhibitor Kit

An exhibitor kit provides thorough instructions on event logistics, regulations, and opportunities to facilitate exhibitors' participation. It serves as a one-stop shop, guaranteeing exhibitors can efficiently prepare for the event.

Key Components of an Exhibitor Kit Template

  1. Welcome Letter

An enthusiastic and brief welcome from the event organizers, expressing gratitude to the exhibitors for their participation.

  1. Event Overview

Key contacts, dates, location, and event schedule are among the basic details about the event.

  1. Booth Information

Specifics regarding the size, arrangement, and placement of the booth within the event area. Timelines and procedures for booth setup and takedown are included in the instructions.

  1. Shipping and Handling Guidelines

Details regarding shipping protocols, delivery windows, and handling charges. Information about storage choices and limitations.

  1. Equipment Rental and Services

A list of available equipment for rent (e.g., AV equipment, display stands). Information on additional services, such as internet access, electrical services, and cleaning.

  1. Marketing and Promotion Opportunities

Information about the event's promotional opportunities, including sponsorship packages and space for advertising, is included in the event materials. Details about any marketing initiatives exhibitors can take part in before the event.

  1. Rules and Regulations

A comprehensive list of event rules and regulations, covering aspects like booth design restrictions, safety protocols, and noise levels.

  1. Deadlines and Important Dates

A timeline of critical deadlines for booth setup, equipment rental orders, promotional material submissions, etc.

Additional Resources

Additional resources that might be helpful for exhibitors, such as local vendor contacts, accommodation options, and transportation details.

Tips for Creating an Effective Exhibitor Kit

  • Clarity and Conciseness: Ensure the information is clear, concise, and easily navigable.

  • Customization: Customize the kit to reflect the specific nature and theme of the event.

  • Digital Accessibility: Provide the kit in a digital format for easy access and updates.

  • Support and Contact Information: Include detailed contact information for exhibitors to reach out with questions or concerns.

  • Emergency Contact: It would always help to have a list of essential emergency contacts in a crisis. Include hospital and ambulance information, fire emergency information, etc. 

A well-made exhibitor kit is essential to guaranteeing that exhibitors are knowledgeable and ready. Event planners may greatly improve the exhibitor experience and increase the event's overall success by giving all required information in an understandable and well-organized manner.

Template

These are some of the templates that can be used accordingly

[Event Name] Exhibitor Kit

Welcome Letter

Dear [Exhibitor Name],

Welcome to [Event Name]! We’re thrilled to have you on board. This kit contains all the essential information you need for successful participation.

Event Overview

  • Event Dates: [Insert Dates]

  • Venue: [Insert Venue Details]

  • Event Schedule: [Provide a brief overview or a link to the detailed schedule]

  • Key Contacts: [List of event organizer contacts for different inquiries]

Booth Information

  • Booth Number: [Insert Booth Number]

  • Dimensions & Layout: [Provide details of the booth size and layout options]

  • Setup & Dismantling Schedule: [Insert Timelines]

Shipping and Handling Guidelines

  • Shipping Address: [Provide detailed address and any specific instructions]

  • Shipping Deadlines: [Insert Deadlines]

  • On-site Storage: [Details about available storage facilities]

Equipment Rental and Services

  • Available Equipment: [List of equipment available for rent]

  • Service Providers: [Contact details of service providers, if applicable]

  • Order Deadlines: [Insert Deadlines]

Marketing and Promotion Opportunities

  • Sponsorship Opportunities: [Details of available sponsorship packages]

  • Advertising Options: [Details of advertising opportunities in event materials]

  • Pre-event Marketing Activities: [Information on any promotional activities exhibitors can participate in]

Rules and Regulations

  • Booth Design Restrictions: [Outline any restrictions or guidelines]

  • Safety Protocols: [List of safety and health protocols to be followed]

  • Noise Level and Other Restrictions: [Details on permissible noise levels and other considerations]

Deadlines and Important Dates

  • Key Deadlines: [List of all critical deadlines in chronological order]

Additional Resources

  • Accommodation Options: [Details on nearby hotels or special rates]

  • Local Vendors: [List of local vendors like printers, caterers, etc.]

  • Transportation Details: [Information on parking, public transport, etc.]

Instructions for use:

  • Customize Content: Fill in each section with the specifics of your event.

  • Update as needed: Ensure all information is up-to-date and relevant to your specific event.

  • Distribute digitally: Share the kit with exhibitors via email or the event website for easy access and updates.

Emergency Contact

  • IT or electronic: Make sure to add contact numbers in case any help is required related to IT or electronic issues.For example, mic-related problems, projector issues, etc. 

  • Booth: Add contact information if any help is required related to the booth. Poor lighting and audio-visuals, electrical issues, etc 

  • Healthcare: Make sure to add nearby hospitals and ambulance contacts in case of any medical emergency.

Regards,

(Organizer’s Name)

(Organizer’s Designation)

(Organization Name)