Share the documents early
Include the exhibitor manual, venue, dates, booth plan and organizer contact. Electrical ordering, freight access, badges and working hours can shape the setup. The production team needs the rules for this show, not just a photograph of a previous booth.
Describe the business moment
Explain whether the experience should encourage a stop, support a product conversation or reward participation in another activity. That decision influences the choice menu and staff roles. Keep production fulfillment distinct from any marketing consent process.
Define the reporting you need
Decide whether you want completed-item counts, design popularity or stock remaining after each day. Use a simple format the crew can maintain. Those operational measures can inform the next event, but they do not by themselves prove sales attribution.
Illustrative planning scenario
Example: the booth drawing changes
The exhibitor expands a demo area and moves the merch counter after the production plan is scoped. Send the revised drawing and flag changed service locations. An earlier plan may no longer describe the working space, power access or guest route.
A working decision sheet
Use one current brief rather than distributing disconnected screenshots. The show name and booth number connect the project to its organizer documents; the drawing and schedule explain the actual setting. Keep an owner beside each open item. Equipment planning, electrical ordering, freight and marketing activities may sit with different teams, so responsibilities should be explicit.
| Decision | Record or review | Planning note / owner |
|---|---|---|
| Show | Name, dates, organizer and booth number | Attach the current exhibitor manual. |
| Footprint | Dimensions, open sides and scenic elements | Include storage and demonstrations. |
| Services | Power, access and relevant show orders | Identify who submits each order. |
| People | Agency, exhibitor, crew and venue contacts | Name the on-site decision-maker. |
Put it into your brief
- Which version of the exhibitor manual and floor plan applies?
- Who owns service orders and crew access?
- What must the booth experience support for the brand team?
Use these questions to record the decisions you already know and identify what needs review. Keep the brief with the current product specifications and event documents.