Exhibits · Practical guide
What should your booth achieve? Turn the brief into a program
A booth may demonstrate a product, host meetings and explain an offer through video. A useful technical plan starts with what people will do at each stage. An initial idea, the event date and a sketch or photos are enough to begin discussing options.
Turn an objective into an observable activity
“Introduce our solution” still leaves many decisions open. Make it specific: a presenter explains a feature with the product in view; a visitor follows a demonstration; or a team member meets visitors who have booked an appointment. This gives the team a concrete activity to prepare and observe.
Decide what must remain possible if the plan needs simplifying. If conversations come first, identify anything that could interrupt them. If demonstrations come first, specify what must happen live and what supporting material can help explain.
Identify your visitors and their languages
Record who you expect and how much they already know: a first-time visitor, a distributor familiar with the product or a customer with a specific question. Prepare a short introduction and a more detailed explanation where needed.
List the languages your team will use, captions and known access needs. Review layout and circulation against the floor plan and applicable event requirements; an activity list does not establish occupancy or design approval.
Identify activities that will happen at the same time
Scroll the table sideways. With a keyboard, focus it and use the arrow keys.
| Proposed activity | Visitor experience | Dependency to confirm | Role to assign |
|---|---|---|---|
| Guided demonstration | Visible product and explanation | Image source, network if needed, and demo recovery approach | Product lead and AV operator |
| Scheduled meeting | Conversation and shared document | Available space, a display if useful, and coordination with other activities | Host and sales lead |
| Content between activities | A message that works without continuous explanation | Approved version, language and destination | Content approver and operator |
Compare options around the same activity
A shared display may work when activities happen in sequence. If a meeting and a demonstration require different images simultaneously, consider separate destinations or revised scheduling. Include operation, content, services and timing in the comparison alongside equipment.
For an initial proposal, we can discuss two versions: the resources needed for the primary activity and an expanded option for overlapping activities. Availability and scope are confirmed for the specific date and venue.
A program example to discuss
Conceptual example: a brand wants to demonstrate an application and meet distributors. The proposed sequence is a welcome, a guided demo and a follow-on conversation. If the conversation uses the same display, schedule demo slots; if the demo must continue, consider a second display.
The client defines the message and approves content; its product lead confirms what the demonstration can do. GLMedia can prepare image, playback and technical operation options within the agreed scope. The organizer and relevant providers confirm services and use conditions.
What to send while decisions are still open
- Date, event, venue and booth number if assigned.
- Booked dimensions or an available sketch, keeping the original units.
- Primary activity, overlapping activities and languages.
- Product, files and equipment supplied by each party.
- Budget priorities and decisions still to be made.
Planning worksheet
Fill in what you know and assign an owner to each open question. Edit the worksheet in any text editor; it does not collect or send information.
Common questions
Can we start without a final floor plan?
Yes. Send available dimensions, a sketch or photos and describe the activities. We will identify which decisions require more information.
Should I choose the display and sound first?
You can bring a preference. We will review it against the activity, content and event conditions before settling the configuration.
Can one display serve the entire booth?
That depends on overlapping activities and what each group needs. Start by deciding whether everyone sees the same content or requires different material.
How do we assess the preparation?
Agree what to observe: activities delivered, changes required and open questions. Commercial outcomes need their own follow-up; equipment does not guarantee them.
Sources and further reading
Accessed October 23, 2026
- Freeman — How Does AV Help You Achieve Your Exhibit Goals? — Reference for connecting objectives with AV resources. The worksheet in this guide is a GLMedia planning proposal.
- CES 2027 — Exhibitor Manuals — Example of manuals organized by venue and space type; choose the documents that match your booking.
Let’s review your booth
Send the date, event, intended activities and available dimensions. We can outline an initial option and the missing information needed to plan image, playback and technical operation.
Discuss my booth