Who is the exhibitor?
For a company with a stand, accommodation is a budget line that needs planning. The decision usually involves a team, and a few needs stand out:
- Set-up and tear-down days: the stand team arrives before the fair opens and leaves after it closes.
- Several rooms: sales, technical staff and managers may need different room types.
- Getting around: distance to the venue and the airport, and transfer options, matter.
- Budget approval: a clear, written offer with a validity date makes the comparison easy.
- International exhibitors: expect an English version.
When to send
There is no fixed rule, but this calendar is a good starting point:
- 8–10 weeks before: follow the fair and review the exhibitor list.
- 6–8 weeks before: prepare and send your offer page and first email.
- 3–4 weeks before: send a short reminder.
- Fair week: answer enquiries and complete bookings in your own system.
What every offer needs
| Information | Why it matters |
|---|---|
| Stay dates, including set-up and tear-down days | Teams arrive early and leave late |
| Room types and occupancy | Different needs within one team |
| Nightly rate or "price on request" | Needed for budget approval |
| Breakfast and taxes included or not | Makes offers comparable |
| Cancellation terms | Fair plans change |
| Distance to the venue, with its source | Travel time decides |
| Validity date | Gives a clear deadline |
Email: short, personal, one call to action
Name the fair and the benefit in the subject line, personalise with the company name, use one button ("View the offer") and send from your hotel’s verified domain, in your hotel’s name.
