Free Trade Show Preparation Checklist

Finalize booth layout and design.

Order booth furniture (tables, chairs, etc.)

Confirm booth dimensions and location.

Ensure branding materials (banners, signs, logos) are ready.

Order audiovisual equipment (TVs, projectors, speakers)

Arrange for electrical needs (power outlets, lighting)

Pack tools for booth assembly (tape, scissors, etc.)

Confirm booth setup time and arrival schedule.

Print brochures, flyers, and catalogs

Prepare product samples or demo units.

Design and print business cards

Create promotional giveaways (branded pens, bags, etc.)

Ensure all printed materials are aligned with brand guidelines.

Pack and label all marketing materials for easy transport.

Book flights for all team members

Confirm hotel accommodations

Arrange for transportation (rental car, taxis, shuttle)

Prepare a travel itinerary and share it with the team.

Organize meal plans for staff during the event.

Confirm transportation for equipment (booth materials, displays, etc.)

Assign roles and responsibilities to team members (e.g., booth attendants, lead generation, tech support)

Create a work schedule for the event days.

Arrange for backup staff or additional support if needed.

Brief staff on event goals, product knowledge, and sales techniques

Organize team meetings for last-minute coordination and updates.

Provide team with contact information for on-site emergencies.

Plan social media posts and email campaigns before the event.

Create a press release or event announcement for media coverage.

Organize a contest or giveaway for the booth visitors.

Confirm any influencer partnerships or collaborations for promotion.

Prepare a sign-up sheet or QR code for lead collection at the booth.

Prepare presentations, demonstrations, or interactive activities for engagement.

Confirm shipping arrangements for booth materials and promotional items.

Track shipping and confirm delivery dates.

Pack necessary equipment (extension cords, chargers, laptops, etc.)

Label all packages and materials for easy identification at the event.

Ensure any necessary permits or insurance are secured for the event.

Confirm booth security arrangements, if applicable.

Make sure both materials and displays are in good condition.

Organize collected leads and contact information.

Send thank-you emails to potential clients and partners.

Evaluate event performance and team feedback.

Follow up with prospects for meetings or sales opportunities.

Share event photos and highlights on social media.

Review sales and marketing results with the team.

Start planning for the next trade show or follow-up event.