Mistakes in Exhibition Preparation That Cost You Time and Money

Traffic rules are said to be written in blood.

Recently, we published our Entry Regulations for participants, mandatory for reading. We’ve written them collaboratively based on real experiences and mistakes from previous exhibitions.

Everything is covered there.

Here, we’ll discuss frequent mistakes made by our participants, and we recommend taking them into account and learning from them.

Lack of POS Materials

If you don’t prepare enough business cards, brochures, and catalogs, you risk losing valuable contacts and leads after handing out what you have. How much do you need? At least 500 business cards, 500-1000 brochures, and 500 catalogs with product descriptions and prices. This ensures visitors can place orders throughout the year.

Too Much Product at the Stand

Our exhibition is for wholesale agreements, so you don’t need to bring a lot of products to the stand – just demonstration samples. It’s better not to bring all your stock with the hope of selling everything on site. Some participants brought 40 boxes of their products! This impacts logistics, time, and costs. Plus, you can’t store everything at the stand. We strongly recommend bringing less to avoid taking anything back.

Choosing the Wrong Product for the Exhibition

Old samples, especially outdated New Year souvenirs, or stale products you want to offload. Presentica is an exhibition of premium gifts. Visitors are looking specifically for these. In the New Year segment, they choose souvenirs with the main symbol of the year. This will be the Year of the Snake, so dragon samples are not quite appropriate. Maybe you think we’re stating the obvious, yet few have updated their online catalogs.

The same goes for merchandise: prepare the best samples that won’t be found at other exhibitions or regular stores. Showcase your unique or luxury gifts and the latest trends for the upcoming year.

Not Booking Entry Time

Each participant has 15-minute slots. It’s not possible to negotiate or move slots on site. Simply book your time in advance at link to arrive on time and unload.

Arriving Alone in Your Car to Unload

This is inconvenient. You need to unload and then immediately move your car while simultaneously overseeing the goods to the warehouse. Presentica is centrally located in Moscow, which also means parking nearby is challenging. You might have to park in Zaryadye, and meanwhile, they can’t receive your goods without you.

It is better to arrive with someone else for peace of mind.

Choosing the Day Before the Exhibition to Enter

About 80% of exhibitors do this. We understand it seems tempting to arrive once and settle in immediately. However, if you can enter on September 17th, it will be more relaxed and straightforward. You can leave your samples in the warehouse and calmly set them up on the stand on the 18th, checking everything. Trust our experience, this is the ideal choice!

On the 18th, expect queues, traffic, fines, nerves, and dissatisfaction.

If possible, come on September 17th.

Forgetting Something Important

For example, a stamp (at least for closing documents with us, ideally to sign a supply contract at the exhibition).

An extension cord. It’s better to bring one unnecessarily than scramble for one last minute.

Chargers for phones, laptops/tablets will definitely be useful!

We’ve also prepared a checklist to ensure you don’t forget anything while prepping for the exhibition.

Promoting Outside Your Stand

Sending promoters to distribute your flyers without organizers’ consent or leaving your brochures at other stands is discouraged.

Revisit our additional advertising options and use them if necessary.

Other Organizational Points

The services of a technician to install mounts on your stand are free for 15 minutes. If you need a technician for at least 1 hour, it’s better to book in advance via email.

Participants handle daily cleaning; organizers handle trash removal. Leave unwanted items outside the stand at day’s end. If urgent stand cleaning is needed due to unforeseen circumstances, you can request cleanup through organizers for an additional fee.

All facilities: cloakroom, warehouse, restroom, cafe, and restaurant are on the premises.

Store excess items and boxes in the warehouse. Leave outerwear in the cloakroom during the exhibition.

On Food

Please avoid bringing and eating strong-smelling foods in the stand. Our art cafe “Cozy Veranda” will be available for snacks or informal meetings. There will also be a buffet and restaurant with delicious ready meals.

You can offer visitors tea, coffee, and sweets at the stand.

Carefully read all materials sent by our managers, and 90% of questions will be answered. For the rest, we’ll be happy to help in our Telegram channel.

Exhibitions, like any event, are intense work. Both we and you prepare for it all year. Following rules and deadlines and proper preparation will make the experience memorable and rewarding.

See you at Presentica, from September 19 to 21 at Gostiny Dvor!