Moscow exhibition companionship: a coordinator's checklist
An exhibition is a marathon, not a sprint
A modern Moscow industry exhibition is 4-6 hours on your feet, 20-40 short contacts with unfamiliar people, endless tangential small-talk, and a couple of serious negotiations in the hallways between pavilions. In this scenario the companion is not an "attractive backdrop" — she's a second person who remembers names, collects catalogs, schedules follow-ups, and keeps the rhythm when the client steps into a corridor for a 20-minute call.
This checklist was assembled by Escort MSK coordinators based on 90+ exhibition engagements over the last 12 months — from MIPS at Crocus Expo to focused R&D meetings at VDNH. Read it 3-4 days before the event so the coordinator has time to fit a profile to the format.
4 days out: frame the task
State the task in three dimensions for the coordinator.
Exhibition type. Technology (TechFest, Open Innovations), consumer (MosTechnoPark), B2B (MIPS, Aquatherm) or private corporate (investor day, regulator demo). Type drives dress code, language model and small-talk register.
Duration. 4 hours at the booth or an 8-hour marathon with lunch and evening cocktail? Affects wardrobe, stamina and total cost.
Languages. If your booth borders a Chinese delegation, a Mandarin-fluent companion is a real edge.
2 days out: brief
The coordinator runs a 15-minute voice brief with the companion. Client may attend or delegate via coordinator. The brief fixes:
- 3-5 key partners expected at the booth (companion memorizes photos).
- Domain vocabulary in three languages.
- Follow-up list — who needs a B+1 reminder.
- Per-day dress code.
Day X: 60 minutes before doors open
Companion arrives 1 hour before client. Time used for:
- Booth layout, restrooms, VIP business lounge, emergency exit.
- Competitor booth scan.
- Intro with venue organizers; order water for the booth.
During: 4 companion functions
Memory hub. Notes every contact in phone — name, company, topic, agreement. Time keeper. Every 45 minutes: "Meeting with Andrei in 12 minutes at C3". Hallway buffer. While client takes a 25-minute investor call, companion holds the booth. Follow-up close. Last hour: rounds the agreed booths to confirm scheduled follow-ups.
Pre-booking checklist
- Date, venue (pavilion name), booth hours specified.
- Exhibition industry specified.
- Required languages specified.
- 3-5 key partners briefed (even briefly).
- Per-day dress code agreed.
- Tariff confirmed: 4h, 8h, or 2-day with overnight.