Before you jump on a call with conference organizers, take a few minutes to prepare. Trust me, it’ll save you a lot of back-and-forth later. Whether you’re representing a company attending for the first time or planning your tenth booth, being clear on what to ask can make all the difference.

Start by reviewing the event website and any materials they’ve shared. Note the general details, and then think through what your company wants out of the event—whether it’s visibility, networking, generating leads, or simply staying top of mind in your industry.

Here are some key things I always like to clarify during that first call:

• Audience profile: Who typically attends? (Industries, roles, regions)
• Estimated number of attendees and exhibitors
• Can they share the list of confirmed participants or sponsors?
• Ticket types and pricing—what kind of access do different passes offer?
• Sponsorship opportunities: What packages are available and what’s included?
• Booth details: Sizes, availability, placement options, and pricing
• Can you apply to be a speaker? What are the deadlines?
• Are there options for branding beyond the booth (signage, digital banners, lanyards)?
• Are there networking or side events, and can you host something on-site?
• Mobile app: Is there one? Can it be used for messaging, meeting arrangements, and lead scanning?
• Besides the app, is there an online platform for communication (via website)?
• Does the exhibitor profile include important timelines or task checklists?
• Is there a dedicated account manager or support contact for your company?
• Can you hire promo staff for your booth if needed?
• Will there be dedicated meeting areas or lounges for 1-on-1 chats?
• What’s the setup schedule? Is storage available? Wi-Fi? Meals?
• Are there any hotel partners or recommendations?
• Will the organizers promote your participation (social media, website, newsletters)?

Even just having this list open during your call will help you keep track and make sure nothing slips through the cracks. Every event is a bit different, and a good organizer will appreciate that you’re being thorough.