The various forms relating to the subject matter of the exhibition need to be completed and sent to the organiser. Most people dislike filling in forms. Because of this, the EM will find it difficult to gather the information needed. The organisers have to have this information to open the exhibition or fair successfully on time. Most have a progress department whose task is to ensure the required information is received. Some organisers are now introducing penalties for the late arrival of forms; some don't even bother to chase the information at all. The latter is sometimes the case with overseas trade fairs, so that when the exhibitor arrives on site and discovers he has no lighting, floor covering or furniture he has to manage as well as he can! If he succeeds in persuading a supplier to provide the required item, the cost could be quite enormous and he may get the leftovers. Many trade fairs and exhibition organisers request exhibitors to submit a drawing of the stand will meet the requirements of the various authorities. Organisers do not want exhibition stands condemned at the last moment by a building inspector. If a double-deck stand is being used, for example, the constructional drawings may have to be approved by the local authority building inspectors and surveyors and, in some areas, also by the fire department. Regulations vary and a form and appropriate explanation will be supplied in the exhibition manual. If a shell scheme is being used, name board details will be required. When a choice of items such as furniture and display units are allowed and included within the shell-scheme, these also have to be detailed on the appropriate form.

To obtain the information needed to complete the forms in the manual, enquiries will have to be made of other people in the company. This is a good time for the EM to comprehensively brief the others who are concerned. If the EM has circulated details of the exhibition or trade fair to all departments at an earlier time, he can now fill in all incidental details. He will need a list of the personnel attending and when they will be attending to ensure they have exhibition passes and car parking stickers. Their accommodation requirements also have to be established. Any special requirements stipulated by the organiser - for example, on electrical needs and other energy sources - can be discussed and, where necessary, the appropriate person can be put in direct contact with the designer. It is, however, likely that the designer will already have foreseen the need to speak with the various specialists and asked the EM to arrange a meeting.

Sometimes it is useful to photocopy parts of the manual to give to others involved in the stand. The organiser will rarely issue a second copy of the manual because this could cause duplication of an instruction. On a large project this could prove costly.

Having collected all the information on requirements, the EM can complete the form requesting passes and badges. He must ensure that sufficient passes are ordered. They are normally included in the exhibition space charges so there is no excuse for shortages. The company's directors do become rather cross when, having decided to see how the stand building is progressing, they find they cannot gain access to he venue because they had no pass. It does happen frequently!

The EM should survey the venue and surrounding district early in the run-up period. A decent hotel will be required for those who are away from home. If it is an entirely strange location, it is useful to spend a couple of nights at the chosen hotel to ascertain the level of the facilities. Some hotels offer a sports centre within the complex, which may be appreciated by staff who have been working all day in the dry atmosphere of an exhibition hall. Swimming pool or squash also explore the restaurants and cafes on offer.

By the time the EM has spent a couple of days in the area, visited the venue press department and the hotel and hospitality department that are present at the larger centres, he should have a reasonable idea of the facilities on offer. This information can be incorporated into an information book that may be issued to staff who are to work at the exhibition. The EM should also meet all the departmental heads, managers and foremen with whom he will be working at the time of the exhibition.

By this time, all departments will have details about the exhibition. Managers will have notified the EM of their ticket and staff accommodation requirements and other such logistical arrangements. Now is the time to ensure that the chosen staff know they are required to be at the exhibition or trade fair on certain dates in the future. It is amazing how many people will come up with reasons why they cannot be available when they are required. Holidays and weddings always seem to intervene at exhibition times! This problem must be overcome by the departmental heads.

Having allocated staff, bookings must be made at the chosen hotel. This is not always easy since at exhibition times many regular exhibitors will have booked their hotel accommodation the previous year before they vacated.

If it is decided to use a special uniform or dress now is the time to establish the requirements and order as necessary. Uniform dress does distinguish the staff and is therefore helpful to visitors. Name badges should always be worn, identical in style and in an identical position on the label. The visitor can then identify whom he is speaking to.