Every exhibition, large or small, goes through exactly three phases in a fixed order: move-in, show days and move-out. Understanding the particular work and risks of each phase is the foundation for an operations team not being caught off guard when something goes wrong.
Move-in: the installation phase
Move-in is the period when staff and contractors fulfill orders and install the exhibition areas, including registration, offices, meeting rooms, signage and the booths on the show floor. To avoid chaos, each step in this complex process has to happen in the right order. For example, wiring for power and cables must be finished before goods are moved from the loading dock into booths, then the aisle carpet is laid, and once it is down it must be kept clean. Getting this order wrong leads to needless inefficiency and noticeably higher extra costs. These steps can only start after the official service contractor (OSC) has finished marking the booth and aisle positions on the floor.
A common problem in move-in is exhibitors who "no-show," not arriving before the opening. The organizer should have a policy for this in advance: if display goods have been lost, the booth can be left empty with a sign; or prepare replacement space and furniture in case the exhibitor arrives late. If a booth is left completely empty, you can place a sofa, a coffee counter or decoration so the space doesn't turn into a dumping spot.
Show days: the phase when the hall is open
Before opening to visitors each day, the whole hall must be inspected: make sure aisles are clear of pallets, cartons or trash, drapes or partitions are in the right place, and empty booths have been tidied. Many exhibitions hold a formal ribbon-cutting just before the first opening, often attended by VIPs from the hosting organization.
The floor manager needs to deal with several common violations during show days:
- Suitcasing: visitors carrying suitcases or backpacks of materials into the hall to set up an unofficial booth or sell directly to other exhibitors, which is strictly forbidden
- Unauthorized booth moves: an exhibitor unhappy with its position packs up and moves itself elsewhere
- Promotion outside the booth: handing out flyers or promoting products outside the registered space
Each violation should be recorded with a photo plus the booth number or company name, as a basis for action if it repeats.
Move-out: the dismantling phase
Move-out is the final phase, when all the booths, equipment and items are dismantled and carried out of the hall. This phase usually takes place under time pressure, since the hall may already be booked for the next event, so you need a clear plan to avoid congestion at the loading area.
Treat move-in show days move-out as one continuous chain
Mistakes in the move-in phase almost certainly carry through to show days, and a chaotic show days puts even more pressure on move-out. So the detailed plan for move-in show days move-out shouldn't be split into three separate documents. It should be built as one continuous chain of work, with clear handover points between each phase.
Handovers between phases need paperwork, not just words
Each time the event moves from move-in to show days, or from show days to move-out, there should be a short handover between the responsible teams, with a written checklist to confirm, for example confirming that all booths have finished installation before declaring move-in over, or confirming that no exhibitor goods are left behind before handing the space over for the next event after move-out. This makes responsibility clear if a problem arises at the boundary between two phases, instead of teams blaming each other.
A schedule down to the hour, not just the day
For large-scale exhibitions, the move-in show days move-out schedule should be broken down by time slot and not just by day. For example, 6-10 am on the first move-in day is for wiring power and cables, 10 am-4 pm for moving goods into booths, and 4-8 pm for laying carpet and cleaning the aisles. An hour-by-hour schedule keeps the different contractors (electrical, network, furniture, carpet) from getting in each other's way in the same area, reducing unnecessary waiting or work conflicts.