Planning for a trade show can feel like juggling a thousand moving parts. Because it is. That’s why we created this comprehensive, easy-to-follow checklist to keep your team organized, focused, and ready to rock the floor.
Whether you’re a seasoned exhibitor or heading into your first event, this resource walks you through every key step, from logistics and labor to marketing and lead capture. Use it to plan ahead, stay on track, and avoid last-minute surprises.
- From booth build to team travel
- From internet orders to badge pickups
- From pre-show promotion to post-show success
We’ve even included a printable PDF version so you can check off tasks as you go.
PRE-SHOW PLANNING CHECKLIST
Show Information
Event name, location, and dates
Booth number and type (inline, island, etc.)
Confirm booth orientation
Show decorator
Electrical layout deadline
Target move-in/move-out times
Exhibitor manual review
Exhibit
Exhibit build or rental confirmation
Booth design finalization
Graphic and print deadlines
Carpet/flooring and padding
Booth lighting
Stage booth for pre-show walkthrough
Shipping
Shipping carrier selection and scheduling
Advance warehouse freight deadline
Direct-to-show-site delivery dates
Packing inventory and crate labeling
Print return labels and BOLs
Preprint material handling forms
Show Services
Electrical order and layout
Internet order and drop layout
Audio/Visual equipment
Booth vacuuming / cleaning services / porter service
Furniture rental
Lead retrieval setup
Hanging signs / rigging services
Booth security if required
On-site Labor
Order Install/Dismantle labor
Site supervisor
Submit EAC and COI forms
Booth renderings and setup instructions
Forklift/scissor lift labor
Staffing & Registration
Team travel and hotel accommodations
Exhibitor badges ordered
Daily show schedule + staffing rotation
Uniforms or branded apparel
Team training and product refreshers
Emergency contact list
Marketing & Promotion
Pre-show email campaigns
Social media announcements
Promotional giveaways ordered
Literature and handouts printed
On-site demo or presentation materials
Lead capture process / tech testing
Final Week Wrap-Up
Confirm delivery of booth materials
Review install/dismantle schedule
Confirm exhibitor badge pickup
Emergency show bag (tools, zip ties, pens, chargers, etc.)
Post-Show
Booth Storage
Lead follow-up
Review and make recommendations for next show
Want to take this with you?
Everything you need to think about before the show floor opens. Download the printable PDF version. It’s the perfect tool to reference before, during, and after the show.
Need Help with Any of These Services?
That’s what we’re here for. From booth design to show services and everything in between, Exhibit Studios can manage the details so you can shine on the floor. Contact Us to get started on your next event.
