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Event organizer checklist The organizer calendar: 90 days before the doors open
We use this list for our own shows. Download it and adapt it to your event — it removes 90% of the questions at build-up.
- 1
90 days: concept and budget
Format, date, area, exhibitor count, expected audience, build budget. Notice to the city administration if a street needs closing.
- 2
60 days: selling the floor
Floor plan, packages, price list, event landing, applications, contracts.
- 3
30 days: technical and build
Participant technical forms, power, height requests, custom stand drawings, insurance.
- 4
14 days: audience
Visitor registration, invitations, media list, accreditation, timed programme.
- 5
3 days: build-up
Truck schedule, contractor briefing, registration desk, wayfinding, connectivity check.
- 6
Show days: operations room
Hall manager, technician, programme coordinator, security, a daily briefing.
- 7
After: dismantle and report
Removal, storage, acts, statistics, partner report, contact base for the next date.
Host your event at SOF EXPO
4400 m² hall + 5000 m² outdoor, 700 kW, 350-seat café.
- Fire load and build materials approved with the safety officer.
- Evacuation plan posted at entrances and registration desks.
- Open flame, frying or smoke demonstrations need a separate approval.
- Live animals as part of a show require veterinary documents.
- Music and public performance require rights and the relevant notification.
- Foreign exhibitors need a customs letter for exhibition samples.
Host your event at SOF EXPO
4400 m² hall + 5000 m² outdoor, 700 kW, 350-seat café.
Want an external review of your plan?
Our project manager checks the technical plan and schedule — usually it saves one build day.
Host your event at SOF EXPO
4400 m² hall + 5000 m² outdoor, 700 kW, 350-seat café.