Trade Show Planning Checklist
Getting organized and planning ahead for your trade shows is critical to your success. Here's an exhibitor task checklist to help you stay ahead of the deadlines. The time frames may vary depending on the show you are attending.
12 Months Out
- Determine which shows to participate in
- Decide how trade shows fit into your marketing strategy
- Select space, determine size of footprint
- Read contract carefully, taking note of due dates, payment terms, etc.
- Send in space application and first payment
- Prepare your budget
Six Months Out
- Determine exhibit needs and objectives
- Select primary vendors (exhibit house, transportation company, installation/dismantle supplier)
- Review existing exhibit, design new or upgrade
Four Months Out
- Develop your sales plan
- Identify promotions and/or give-away items
- Produce the literature and marketing materials for the show
- Develop floor plan for exhibit
- Produce exhibit needs, refurbishments, additions
- Finalize new exhibit design
Two Months Out
- Carefully read exhibitor manual
- Plan in-booth audio visual programs and presentations/demonstrations
- Make airline, hotel and car reservations
- Reserve any additional meeting rooms (hospitality events, press conferences, etc.)
- Select catering menus (for hospitality events, press events, etc.)
- Submit authorization form if you are using an exhibitor-appointed contractor
- Plan in-office pre-show meeting
- Produce new graphics
- Order staff badges
- Prepare paperwork and submit orders for
- Carpet and padding
- Furnishings, tables, chairs
- Drayage
- Electrical
- Audio Visual
- Security
- Telephone and internet
- Booth cleaning
- Shipping
- Floral, etc.
- Take advantage of any pre-pay discounts
- Develop briefing packet for booth staff
- Send reminder to upper management about briefing meetings, include agenda.
One Month Out
- Review final booth design
- Put together follow-up packets
- Confirm installation/dismantle schedule
- Gather display products and literature
- Prepare materials for shipping
- Set up and hold pre-show briefing meeting in office to
- Review agenda
- Purpose of show
- Demonstrations
- Rehearsals
- Show specials, etc.
- Create binder with
- Copies of all orders and checks for services paid in advance
- Phone numbers of all vendors
- Insurance documents
- Engineering certificate for exhibit
- Shipping manifest
- Return shipping labels
- and additional badge forms
- Upon Arrival
- Check on freight arrival
- Check with hotel about reservations for staff, as well as any meeting rooms and catering
- Find service area, meet electrician and confirm date and time for electrical installation
- Supervise booth setup
- Hold pre-show briefing with staff
During Show
- Reserve next year's space
- Conduct daily meetings with staff
- Make arrangements for booth dismantle and shipping
- Supervise booth dismantle
After Show
- Handle leads
- Send thank-you notes
- Start planning the next show