Trade Show Checklist

The checklist, phase by phase

Work backwards from the show date. Early phases are about decisions that cost money if made late; later phases are about logistics that cost a day if forgotten.

• Months before: decide

  Set the goal for the show (leads, meetings, brand, product launch) and the number you will judge it by. Choose the booth size and location if the organizer lets you pick, set the budget, and name one person responsible for the whole show.

• Weeks before: prepare the booth

  Confirm the booth space, power, Wi-Fi and furniture in the exhibitor manual. Order graphics, brochures and giveaways with time to spare for delivery. Plan the booth layout and the demo, and book staff travel and hotels.

  Trade show giveaways

• Weeks before: prepare the audience

  Email your customers and prospects that you will be there, with your booth number. Book meetings in advance where you can, and set up how you will capture leads on the floor.

  Trade show marketing guide

• The week before: pack and brief

  Pack from the list, ship what must be shipped and track it. Brief the booth team on the goal, the pitch, the lead process and the shift schedule.

• On the show floor

  Set up early, test every screen, scanner and charger, and keep the booth staffed at all times. Capture every lead the same way, with a note, and meet briefly at the end of each day to share what you learned.

• After the show: follow up

  Send follow-ups while the conversation is fresh, deliver what you promised, and write down what worked. Then compare the results with the goal you set at the start.

Booth packing list

Pack a small repair kit as well as the booth. Most show-day problems are a missing cable or a torn banner, and the exhibit hall's own shop will charge you for the fix.

Trade show checklist template

Copy this into a shared document or spreadsheet, put an owner and a date on every line, and delete what does not apply.

TRADE SHOW CHECKLIST
Show: [name]    Dates: [dates]    Booth: [number and size]
Owner: [name]    Goal: [the one number we will judge it by]

MONTHS BEFORE
[ ] Goal and success measure agreed
[ ] Budget approved: booth, travel, shipping, extras, staff time
[ ] Booth space and size confirmed with the organizer
[ ] Exhibitor manual read: deadlines, power, Wi-Fi, rules
[ ] Staff chosen and travel booked

WEEKS BEFORE
[ ] Booth design and graphics ordered
[ ] Extras ordered in the organizer's portal (power, furniture, Wi-Fi) before the deadline
[ ] Giveaways and printed materials ordered
[ ] Demo or presentation prepared and tested
[ ] Customers and prospects emailed with booth number
[ ] Meetings booked for show days
[ ] Lead capture method chosen and tested

THE WEEK BEFORE
[ ] Everything packed from the packing list
[ ] Shipments sent and tracking numbers shared
[ ] Team briefing held: goal, pitch, lead process, shifts
[ ] Shift schedule shared with the whole team

SET-UP DAY
[ ] Shipments found and delivered to the booth
[ ] Booth built, screens and demo tested
[ ] Lead capture app logged in on every device
[ ] Booth staff badges collected

EACH SHOW DAY
[ ] Booth clean and stocked before doors open
[ ] Staff on shift, never an empty booth
[ ] Every lead captured with a note
[ ] End-of-day huddle: what worked, what to change tomorrow

AFTER THE SHOW
[ ] Leads exported and shared with sales
[ ] Follow-up sent within [number] working days
[ ] Shipping back arranged
[ ] Results compared with the goal
[ ] Notes written for next year

Where Eventdex fits in the trade show checklist

Eventdex is software for the organizer and its exhibitors. It does not design, ship or staff a booth, and it does not hold your checklist. Two parts of this checklist are covered by its pages, when the show runs on Eventdex.

• Lead capture on your own phone

  The lead retrieval app lets exhibitors and sponsors scan attendee badges, score leads, add notes and export contacts, on their own iPhone, Android phone or tablet, with offline scanning that syncs when the connection returns.

  Lead retrieval app

• Booth booking on a floor plan

  Organizers let exhibitors choose and book a booth online on an interactive floor plan, with every change visible in real time.

  Trade show software