Your trade show is only a few weeks away and you're wondering whether an interactive event map still makes sense. Maybe some budget has freed up, a sponsor is asking for more visibility, or last year several exhibitors complained that nobody could find their stand.
The good news: yes, there's still time. Set-up is quick and the first version of the floor plan can be ready in 5 to 10 working days. What makes the difference isn't how much time is left, but having everything clear from day one.
What you need to send
Three things, in whatever format you already have:
- The venue floor plan with the stand layout (PDF, AutoCAD).
- The exhibitor list in Excel, with stand numbers.
- The programme of talks or activities, with room, day and time.
If time is tight, don't wait for the perfect spreadsheet. Start with name, stand and category. Descriptions, products and logos can be added later: changes are included right up to the last day.
A realistic timeline
- Week 1. You send the floor plan, the spreadsheet and the programme. We build the first version.
- Week 2. You review the floor plan and send us corrections. You publish it on the event website.
- Following weeks. Weekly updates as stands and sessions are confirmed.
- Final 4 days. Daily updates to capture last-minute changes.
- During the show. Support for the whole event.
Make sure visitors use it
With little time, promotion matters as much as the floor plan itself. Three actions that work:
- A visible link on the event website's home page.
- A mention in confirmation emails and in the final reminder to visitors.
- QR codes at the entrance, at aisle crossings and at the information desk.
You can still make it pay
Even if the stands are already sold, you can offer sponsors and exhibitors a new space: rotating banners and featured stands with their logo on the floor plan. It's a quick sale to clients who already trust you, and it can help cover the cost of the floor plan.
How we work at Apps&Maps
At Apps&Maps, we are technology partners for trade show and conference organisers. You send us the floor plan, the exhibitor list and the programme. We integrate everything and support you right up to the last day of the event, with a statistics report at the end.
We work closely with every event, so we only take on a limited number at a time. If your show is coming up soon, get in touch as early as possible to check availability.