Free Trade Show Checklist

Prepared by: [Your Name]

Date: [Date]

I. Pre-Event Planning

A. Booth Design and Layout

• Plan booth layout (size, flow, furniture arrangement)

• Confirm booth design and branding elements (banners, logos, colors)

• Order booth materials (walls, floors, lighting, etc.)

B. Promotional Materials Preparation

• Print brochures, flyers, and business cards

• Prepare giveaways or promotional items

• Create and test any multimedia or digital displays

C. Registration and Tickets

• Register for the trade show and secure exhibitor badges

• Confirm booth location and space details

• Register staff for event entry and access

D. Travel Logistics

• Book flights, accommodations, and transportation for staff

• Organize transportation for booth materials and products

• Prepare an itinerary for travel and event schedule

II. Booth Setup and Supplies

A. Equipment and Technology

• Check technology requirements (projectors, screens, computers)

• Test all electrical equipment and devices

• Ensure internet access and power sources

B. Signage and Branding

• Set up banners, signs, and any branding materials

• Confirm visibility and proper placement of logos

• Display promotional material in key areas of the booth

C. Product Displays

• Arrange product displays to highlight key items

• Set up product samples for demonstrations or interaction

• Ensure products are neatly organized and accessible

III. Staffing

A. Team Assignments

• Assign specific roles (greeting, lead collection, product demo)

• Create a schedule for staff shifts and breaks

• Train staff on booth goals, products, and customer engagement

B. Staff Preparation

• Provide uniforms or badges for staff members

• Ensure staff are equipped with business cards and promotional materials

• Review customer interaction expectations and talking points

IV. Marketing and Promotions

A. Social Media Strategy

• Schedule posts leading up to and during the trade show

• Use event-specific hashtags to engage with attendees

• Share live updates, product demos, or behind-the-scenes content

B. Email Campaigns

• Send pre-event emails to clients and prospects

• Share invitations and special offers to encourage booth visits

• Plan post-event follow-up emails to nurture leads

C. Special Event Promotions

• Plan any giveaways or contests during the event

• Prepare incentives for booth visitors (discounts, special offers)

• Promote limited-time offers to attract more traffic to the booth

V. Post-Event Activities

A. Lead Capture and Follow-Up

• Collect and organize business cards, leads, and contact info

• Send personalized follow-up emails to leads gathered at the event

• Schedule meetings or calls to discuss potential business opportunities

B. Booth Breakdown

• Dismantle the booth and pack materials

• Ensure all items are accounted for and safely stored

• Confirm return shipping arrangements for products and equipment

C. Performance Evaluation

• Review goals and objectives set before the event

• Analyze the number of leads, sales, or engagement levels

• Collect feedback from staff and attendees for improvements at future events

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