When should a preview day for exhibitors and staffers ideally be held?

Holding a preview day for exhibitors and staffers five days prior to the main event is considered ideal because it allows ample time for preparation and troubleshooting. This time frame enables exhibitors to set up their booths without the pressure of rushing, giving them an opportunity to test their equipment, finalize their displays, and ensure everything is operational before the event opens to attendees.

Additionally, this advance notice fosters collaboration and communication among team members, allowing issues to be addressed before the event. It also provides staffers with the chance to familiarize themselves with the venue layout, which enhances their ability to assist exhibitors and attendees effectively during the actual event. This preparation can lead to a smoother and more professional experience for all involved.

Scheduling too close to the event, such as two or three days prior, may not provide sufficient time for resolving unexpected challenges. Conversely, a week might be excessive and could lead to a loss of energy or focus for the exhibitors and staff. Balancing adequate preparation time with the need to keep the event top of mind is crucial for success.