Quick answer: Start planning expo media about six weeks before the show. Confirm your goals, book photography, video and promotional staff early, share a run-sheet and shot list two weeks out, prepare social captions in the final week, and agree on delivery times so content is ready for your post-show follow-up.
6 Weeks Before: Set Goals and Book Your Team
- Define what success looks like: leads, launches, brand awareness or partner content.
- Book your photographer, videographer and promo staff — popular show dates fill quickly.
- Decide whether you need extras such as an MC, DJ, 360° capture or live streaming.
4 Weeks Before: Plan Your Content
- List the moments you must capture: launches, demos, speakers, VIP visits.
- Choose delivery options: on-site same-day edits, 3-day delivery or a full gallery within 1 week.
- Confirm formats: landscape for web, vertical for Reels and TikTok.
2 Weeks Before: Brief Everyone
- Send a run-sheet with bump-in times, show hours and your stand number.
- Share brand guidelines, key messages and product notes with ambassadors.
- Confirm venue access and any filming rules with the organiser.
Show Week: Prepare to Post
- Write caption templates, hashtags and event handles.
- Set up lead capture tools and test QR codes.
- Schedule “we’re live” and recap posts.
On the Day
Capture empty-stand shots before doors open, then crowd moments, demos and team portraits. Post same-day edits during quieter periods and keep a shared folder so your whole team can access content.
After the Show
- Send a thank-you email with a photo recap to leads.
- Publish a highlight reel and blog recap.
- Save the best images for next year’s stand planning and sales materials.
Frequently Asked Questions
How far in advance should I plan expo media?
About six weeks is ideal. It gives time to book talent and crews, plan content and brief everyone properly.
What should be in an expo shot list?
Empty stand shots, crowd engagement, product details, team portraits, presentations and wide venue context.
Can one company handle photos, video and promo staff?
Yes. Booking them together simplifies coordination and keeps content consistent.
Plan Your Expo Coverage With Us
Australian Expo Media is a Melbourne studio covering trade shows and brand activations with photography, videography, promotional models, performers, MCs, DJs, 360° capture and live streaming. Explore our services, compare packages, or request a free quote — call Yuki on 0420 525 872 or email brandupgrader@gmail.com.