Because safety starts before the booth is even built.

In the fast-paced world of international trade shows, preparation goes beyond booth design and product displays. One of the most overlooked—but critical—components of event safety is travel and accommodation planning.

In 2025, smart exhibitors are placing health, security, and comfort at the center of their logistics strategies, starting with hotel bookings and team travel.

Whether you're exhibiting at Messe Frankfurt, Fira Barcelona, or Paris Expo Porte de Versailles, here's how to ensure your team is safe, well-rested, and show-ready.

Secure, Convenient, and Vetted Hotel Bookings

Booking the right hotel is no longer just about price or proximity—it's about reliability, hygiene standards, and smart location choices.

What to look for in 2025:

  • Proximity to the venue: Minimize daily transport, exposure, and stress by booking hotels within walking distance or on direct shuttle routes.
  • Enhanced health protocols: Look for accommodations that follow updated sanitation and ventilation standards.
  • Flexible cancellation policies: In case of last-minute changes or emergencies, flexibility is key.
  • Verified booking partners: Avoid third-party booking risks by working with trusted B2B travel providers.

Pro Expo Service offers tailored hotel booking solutions for exhibitors, ensuring you get competitive rates, top-rated business hotels, and full logistical support for your team.

Group Travel Planning with Health in Mind

Traveling as a team requires coordination and caution. Here's how to travel smarter:

  • Staggered arrival times: Reduce crowding at airports and hotels.
  • Private transport options: Arrange dedicated shuttles or cars instead of relying on public transport.
  • Travel insurance: Always include coverage for medical emergencies, trip interruptions, and event cancellations.

Contactless Check-Ins & Digital Resources

Hotels and exhibition centers alike are increasingly using touch-free technology to reduce contact:

  • Mobile check-in/out: Choose hotels that offer app-based access and keyless room entry.
  • Digital visitor guides: Replace printed materials with QR codes linking to maps, schedules, and local tips.
  • Virtual concierge: Some hotels now offer chatbot-based assistance for services and recommendations—available 24/7.

Health & Hygiene Kits for Exhibitor Teams

Whether it’s in the hotel room or at the booth, your team should be equipped with the essentials:

  • Personal sanitation kits: Include masks, wipes, hand sanitizer, and a reusable water bottle.
  • Hotel amenities check: Confirm whether the hotel provides in-room cleaning service, air purifiers, or wellness facilities.
  • Sleep & recovery: Choose hotels with quiet zones, blackout curtains, and business-friendly perks (like early breakfast options).

Your booth may make the first impression, but your team’s energy and confidence make the biggest impact. Proper rest and comfort are non-negotiable.

Safety at the Venue: Booth Layout, Flow, and Visibility

Once you’re on-site, your booth becomes the front line of your safety strategy:

  • Spacious layouts: Design your stand to allow for smooth traffic flow and social distancing.
  • Sanitizing stations: Offer branded hand sanitizers and regularly clean demo stations.
  • Lead capture made safe: Use QR codes and contactless lead gen tools to minimize touchpoints.

With Pro Expo Service, you can integrate safety-first booth design with your brand message, without sacrificing visual impact.

Cyber & Data Safety in Hotels and Exhibition Halls

We already have a detailed blog post dedicated to this, but it is definitely worth mentioning again. Many exhibitors forget that cybersecurity is part of travel safety, too:

  • Use hotel Wi-Fi with caution—avoid logging into sensitive accounts on public networks.
  • Bring your own mobile hotspot or request secure network access at the venue.
  • Ensure GDPR-compliant lead forms and opt-ins, especially when collecting attendee data.

Safety is Strategic

Exhibiting successfully in 2025 means going beyond the basics. Your booth may bring in the crowds, but your travel and accommodation planning can make or break the experience for your team and your brand.

By securing vetted, well-located hotels, planning safe travel, and designing safety-conscious booths, you're doing more than reducing risk. You’re building confidence, professionalism, and peace of mind.

Need Help Booking the Right Hotel for Your Next Trade Show?

Let Pro Expo Service handle it for you.

We specialize in stress-free hotel booking, tailored travel logistics, and expert stand services—so you can focus on what matters: connecting with clients and growing your business.

 Contact us today for a free hotel quote and travel strategy consultation!