Requirements for organizing exhibitions and conferences

Organizing exhibitions and conferences

What are the requirements for organizing exhibitions and conferences?

Organizing exhibitions and conferences, whether commercial or artistic, is a great opportunity for those interested in the quality of the event it presents. On the one hand, they can learn about everything new in the labor market, and on the other hand, they can learn about the latest developments in addition to exchanging experiences and forming important friendships and relationships that will benefit them later, but this is all It depends on the success of the exhibition itself, so the company responsible for organizing the exhibition or the various institutions that want to organize exhibitions must pay close attention to a number of factors that play an important role in the success of the exhibition or not.

Organizing an organized and successful exhibition is not an easy matter, as some people end up failing to believe, which is something that no one desires, of course. There are a set of requirements that must be carefully considered when making a decision to organize an exhibition, which is as follows:


Planning is the main factor for the success of any event in general, as the failure of the organization process leads to the failure of the event. And as the planned exhibition was large and important, more attention was required to the organization process.

Among the important factors related to the process of organizing exhibitions and conferences, whether commercial or technical, is a great opportunity for those interested in the quality of the event that it presents. On the one hand, they can learn about everything new in the labor market, and on the other hand, they can learn about the latest developments in addition to exchanging experiences and forming important friendships and relationships that benefit them. Later, it is an early start, especially if the event will include many participants and will be attended by a large number of people, so everything must be planned early in anticipation of the occurrence of any emergency at any moment. Another important point related to the early planning process is the possibility of avoiding many accidents. Expected problems by finding appropriate solutions away from any pressure.

The planning process includes challenging the objectives that the exhibition owner seeks to achieve, which vary depending on the nature of the event hosted by the exhibition, of course. For example, the objectives of a commercial or industrial exhibition may be:

  • Introduce participants to your offers.
  • Create buzz around the exhibition to attract the largest number of participants.
  • Facilitate direct interaction with potential or existing customers.
  • Increase Sales.
  • Enhancing opportunities to learn about the labor market.
  • Formation of new collaborations with important partners.

If the exhibition hosts an event related to fashion, its main objectives may be the following:

  • Promotion of the owner’s fashion.
  • Highlight outstanding offers.
  • Generate and promote a new fashion line.
  • Increase Sales.
  • Increase the fan base of the company.

Goal planning will make the process of excluding everything that does not serve to achieve them easier, and thus it will become easier to identify important matters from those that will not add anything new, so the step of planning and setting goals carefully is the most important step of a successful exhibition.


Organizing exhibitions, of course, is a costly process, so when preparing the budget, there are many things that must be taken into account when determining the budget, top of which is that the costs of preparing the exhibition should not exceed the financial capacity of the institution so that the exhibition does not put pressure on it instead of being a reason for achieving more success. Among the main issues that the budget will cover are:

  • Venue of the exhibition.
  • Exhibition marketing process.
  • Exhibition decoration.
  • Furniture used in the exhibition.

After identifying the amount of budget required to cover the previous points, it is necessary to make sure that the sums of money that the exhibition is expected to achieve will cover these costs. Therefore, it is necessary to find the best offers to cover the needs of the exhibition at the lowest costs and to determine a fair participation fee to be collected from the participants to ensure that the budget is covered and that a profit is achieved. Here, a very important point must be noted, which is determining the prices for participation in the exhibition based on your budget from an early date and informing the participants of it. No guest will welcome an increase, even a slight one, after the first agreement.


Choosing a place contributes greatly to the success of the exhibition, so it is necessary to choose an ideal place that suits the type of event hosted by the exhibition. It is important to ensure that the budget for its organization matches the first impression that the participants and the audience will have in the same place. For example, if the exhibition hosts an artistic event, it must choose an appropriate place that expresses the event in terms of external or internal designs, so it must have an artistic touch. Or if the event hosted by the exhibition is commercial or industrial, then the place must be more practical, and if the event is technological or related to fashion, then the place must be charming and eye-catching.

The process of choosing a location is not based solely on the format, as there are several points that must be taken into account when choosing a location for the exhibition, which are as follows:

  • The location of the place itself, so it is necessary to choose a location that is easily accessible to either the participants in the exhibition or the attendees and invitees.
  • The space of the place and the size of the site must be determined based on the number expected to attend. If the number is large, a place must be chosen with a large area to avoid crowding. If the number of people is small, a small business must be chosen so that it does not appear as if no one attended the exhibition.
  • The impression left by the place, you must determine the impression you want to leave on the audience, if you want to amaze them and catch their eyes, you must choose a sophisticated place, and if the matter does not require this noise, you can choose a simpler place.
  • The cost of the place must be suitable for the budget set in advance, and in this regard, many offers can be found from different places and choose the most suitable one.


The interior decoration of the exhibition leaves a great impression on all attendees, so it must be taken special care of. In order to fit the event and its nature and serve the desired objectives of the exhibition. There are a number of points that must be taken into account when choosing the exhibition decor:

  • The furniture, which includes tables and chairs, must be sufficient to cover the entire number of attendees. Also, its size should be suitable for the place, allowing for easy movement and movement around without being an obstacle, in addition to being comfortable and attractive.
  • Paintings, whether it is signs guiding the audience or paintings used to decorate the venue. It must be carefully chosen to reflect the nature of the event and be suitable for the furniture.
  • Lighting and lighting also depend on the nature of the event, whether it requires dim lighting or strong lighting. Lighting in white, yellow, or other colors, and taking care of the lighting is an important step, as it leaves an impression of intimacy or clarity, so it must be appropriate to the impression you want to leave.


It is one of the most important steps that may cause all previous steps to fail or succeed. The planning process for the exhibition is divided into two stages, a stage prior to the actual start of its implementation in order to see reactions and demand. And then the final promotion stage to encourage everyone to attend. The larger and more carefully planned the promotion campaign, the more it contributes to the success of the exhibition.

The advertising campaign to promote the exhibition is very important, as you need to convince the participants of the feasibility of their participation. Convincing the audience that there is something worth visiting in the exhibition. A successful promotional campaign is an integrated campaign that covers companies and institutions affiliated with the exhibition. And those interested in what the exhibition offers, take advantage of all advertising platforms to reach the target audience, such as various social networking sites such as Facebook, Twitter, Instagram, and others. The most important thing is to highlight the advantages of the exhibition and the most important participants in order to attract the largest number of people to attend it.

What you would expect from a company organizing exhibitions and conferences

  • That the contracting company provides the best services in the field of organizing, preparing, executing, and managing exhibitions and conferences.
  • Experience in dealing with all events and occasions.
  • Providing all requirements of exhibition pavilions, platforms, audio equipment, lighting, screens of all types and sizes, recording services, and crowd management.
  • Providing simultaneous translation service with distinguished cadres with high efficiency.
  • Providing the best way to serve you with a trained staff who work perfectly and with innovative solutions in order to achieve the desires and aspirations of its customers.


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