Exhibitor Welcome Packet: Five Pages Beats Fifty Emails
A useful exhibitor packet should answer questions, not become a scavenger hunt of attachments called FINAL-v7-REALFINAL.pdf.
Lead with one-page logistics
Give the exact venue entrance, unloading times, exhibitor check-in, contact number, booth assignment method, and parking instructions. Include a map with doors labeled clearly.
Put fees and rules together
Show table dimensions, payment terms, electrical access, cancellation policy, and permitted products. Identify any safety, licensing, security, or insurance requirements and where to verify them.
Explain who does what
Tell vendors who to contact about a missing table, damaged equipment, scheduling issue, or emergency. One named event contact is more helpful than a chain of six inboxes.
Send updates before they become surprises
If a door or load-in route changes, publish a dated notice in the same channel exhibitors already use. Do not rely on someone mentioning it in a hallway.
Try this instead of winging it
Take your last exhibitor packet and ask whether a first-time vendor can answer three questions immediately: when to arrive, which gate to use, and what fees are owed. If not, move those answers to the front. Then check that each rule has an owner and a way to ask questions. Five readable pages can outperform forty scattered emails and a map nobody wants to open.
One question worth settling
What if the venue changes load-in doors at the last minute?
Send a dated instruction through the same channel exhibitors were told to monitor, update any posted maps, and ensure staff on site know the new route. Do not assume everyone saw a social post from twenty minutes ago.
THE BOTTOM LINE: A vendor should arrive ready to set up, not ready to solve a riddle.