4–6 weeks out

Before the exhibition

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Decide what the content is for Pick one main purpose — following up leads, reaching distributors, launching a product. It decides what you film and how long each piece should be.
Choose three things to show Three products or messages are enough for one show. Write one sentence for each that a stranger would understand.
Name your spokespeople Choose who will speak on camera in each language and tell them now. Agree what they can and cannot say about prices, clients and launch dates.
Check the filming rules Ask the organiser what exhibitors may film on their own stand, whether an outside crew needs registration, and what applies in the aisles.
Book the crew and agree the outputs Fix the number of videos, their length, vertical or horizontal format, languages, subtitles, delivery date and usage rights in writing.
Plan the stand for the camera Leave one clean wall with your logo at head height, keep a product within reach, and check where the light and the loudest neighbour will be.
Prepare a shot list List the products, demonstrations, people and details you must have. A crew that knows the list wastes none of your show time.
Announce that you will be there Post your hall and stand number, and invite contacts to book a time. A short teaser video works well here.

Show days

During the exhibition

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Film the stand before the doors open The first half hour of day one gives you a tidy stand and no crowd. Capture wide shots and product details then.
Record interviews early in the day Voices and energy fade by mid-afternoon. Keep answers under a minute and repeat the question in the answer.
Capture a real demonstration Film the product doing its job with a visitor watching. It is more convincing than a scripted explanation.
Get the busy stand Return at peak time for a few minutes of crowd, conversations and handshakes. Ask before filming identifiable visitors up close.
Collect visitor reactions with consent A customer saying one sentence about why they stopped is valuable. Get a signed or recorded release.
Post one short update per day A vertical clip with your stand number brings people over while the show is still open.
Note names and spellings Write down every interviewee's name, title and company exactly. Captions with errors cannot be published.
Back up the footage each evening Two copies, two places. Cards get lost during breakdown.

First 2–4 weeks

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Publish the main video within two weeks Interest falls quickly after closing day. A good report in ten days beats a perfect one in two months.
Send it to every lead Add the video link to your follow-up email. It reminds the contact who you are and what they saw.
Cut short versions Turn each product segment and each strong answer into a 30–60 second vertical clip for social channels.
Put it on your website Add the report to the relevant product page and your news section, with a written summary for search engines.
Brief the sales team Share a folder with the videos, photos and suggested captions so they are actually used.
Share with distributors and partners People who did not travel can see the stand and pass the content on in their own markets.
Archive properly Keep the final files, the raw footage you have rights to, release forms and the usage agreement together.
Review what worked Note which pieces were used, which generated replies, and what you would film differently. Bring that list to the next show.