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Tips for Organizing an Outdoor Exhibition

June 24, 2020



An outdoor exhibition gives your business more exposure than exhibiting indoors. That’s because more people get to see what’s on display, including those who would otherwise have no interest in exhibitions.

With the right display, you don’t have to persuade visitors to stop by. A successful outdoor show requires correct planning and execution.

Failing to prepare for even the unforeseen could be a recipe for disaster. To help you launch a successful outdoor exhibition, we’ve explained several points to note when planning such an event.

1.  Determine the Audience and Location

Any exhibition to attract customers is a marketing campaign. And the first stage of a successful marketing campaign is to know your target market or consumer demographics.

Advertising to the wrong audience is a surefire way to fail. No matter how grand your outdoor display, it won’t achieve the desired result if attendees aren’t interested in your offer.

Location is also critical to the success of any outdoor exhibition. You want to place the display where your target group has a significant presence. Understanding the audience will also help with locating your show in the right place.

2.  Use the Right Materials

The materials used for the exhibition should be suitable for placing outdoors and should account for all weather. For example, if you are using a banner, the stand must be sturdy.

The banner also deserves careful consideration as using a conventional one may prove wasteful in the long run. The wrong banner or banner-stand can cause your display to fall now and then, which would be irritating or even dangerous to attendees.

Choose the right themes and designs to get your message across. The type of graphics and other visuals depends on what will appeal to your guest.

3.  Get a Permit

As soon as you have the material and location set, get a permit from local authorities, failure of which can lead to police shutting down the event and taking legal action against you. You should also check with the laws of that area regarding noise or public visual displays, so you don’t overstep the bounds.

Check the fire safety codes. Know how many tickets you are allowed to sell. There could be restrictions on advertisement and seating.

4.  Account for Logistics

It is best to consider other necessities beyond legal permits and materials. Take note of the “loading in” and ‘loading out” time for everything, so you’re not overwhelmed.

Plan in advance for any security apparatus, sanitation, and other elements of the outdoor exhibition. Also, take pictures and sketches of the venue, clearly marking where you want equipment, vendors, crew, and guest. Photographs and plans will make it easier to coordinate the downloading of material, guest parking space, and other possible needs. This part can be done on your smartphone as one can use a smartphone for various artwork today.

5.  Arrange for a Reliable Power Solution

Certain areas in your exhibition may need light, like a footway station, parking area, a vendors area, and others. Make sure you have an adequate power station. In the case of any shortages, get extension cords, and take note of each plug’s power load to avoid electric damage to the equipment.

Equipment that should not share extension cords, like coffee makers, crock pots, and sound electronics, should be plugged inappropriately.

6.  Make it Comfortable for Guests

All critical logistics for comforting guests should be in place. Arrange for drinking water fountains spread as widely as necessary across the exhibition venue. You could also provide hosting for the masses and deploy portable air conditioners. The idea is to make their visit a memorable one.

You could even give your guests a treat of grilled, crisp and tasty food, which everyone likes. There are many grills available today for preparing delicious meals.

Critical facilities like restrooms and toilets should be available. Deploy at least the required quantity of equipment and materials for both your anticipated guest and the crew. Provide any other items your guest would need, like blankets, sunblock, bug spray, etc. 

7.  Control Pest Before and During the Event

Spray the venue properly against pests and other insects. Allow adequate time for the treated site to clear of any harmful chemicals before setting up the food area. Also, have handy cans of light scent repellants, like aloe, and decorate the space with citronella candles.

Use decorative covers for the food, and set the tables beautifully. It’ll be great to set up electric fans if the weather warrants that. Also, be ready to control mosquito, especially for a night exhibition. Don’t forget to clean the venue.

8.  Health Precautions

Any of your guests could fall ill, have an accident or something. You should have medical staff on the ready, especially if your exhibition is isolated or far from a hospital. If a medical team isn’t necessary, at least have a first-aid box. Make a list of nearby medical facilities, with directions on how to get there.


It might sound easy setting up an outdoor exhibition, but without knowing the challenges and bracing for the unexpected, your event isn’t likely to go well. Many outdoor activities terminate due to poor weather. So you need to monitor the weather and take along equipment against rain and wind in case of the unexpected.

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