Free Sample Pre-Trade Show Checklist

Prepared by: [Your Name]

Date: [Date]

I. Pre-Event Planning

A. Book Trade Show Space

• Confirm booth location and size.

• Submit any required documents or deposits.

• Review event rules and regulations

B. Confirm Booth Design

• Finalize booth layout and graphics

• Order necessary booth furniture and equipment

• Check electrical and internet requirements

C. Arrange Transportation

• Book shipping for booth materials and promotional items

• Confirm logistics for booth setup and teardown

• Arrange for transportation of staff

II. Marketing and Branding

A. Create Promotional Materials

• Design and print brochures, flyers, and business cards

• Order branded merchandise or giveaways

• Prepare product samples for display

B. Plan a Digital Marketing Campaign

• Schedule social media posts and email blasts leading up to the event

• Set up event-specific landing pages or banners on your website

• Prepare online advertising materials

C. Develop Press Kits

• Prepare press releases or announcements for media outlets

• Compile a list of press contacts and reach out for event coverage

III. Logistics

A. Confirm Travel Arrangements

• Book flights and accommodations for staff

• Confirm ground transportation arrangements (e.g., taxis, shuttles)

• Prepare a travel itinerary for all staff members

B. Coordinate with Vendors

• Confirm delivery of booth materials and promotional items

• Ensure all vendor contracts are signed and payments are made

• Review the event schedule for any updates or changes

C. Finalize Event Checklist

• Double-check all required event registrations and documents

• Confirm staffing levels and assign shifts

• Ensure emergency contacts and event details are accessible

IV. Staffing

A. Assign Roles and Responsibilities

• Determine who will manage the booth, handle customer inquiries, and oversee demos.

• Assign backup staff for each shift

• Prepare a list of key contacts and responsibilities for each team member

B. Prepare Staff Training

• Train staff on booth activities, product information, and event goals

• Provide guidelines for customer interaction and lead collection

• Prepare team members on emergency procedures and booth setup

V. Booth Design and Setup

A. Review Booth Materials

• Confirm all booth materials (signage, displays, furniture) are ready

• Pack any required tools or equipment for booth assembly

• Ensure any special equipment (e.g., AV or interactive displays) is functioning properly

B. Finalize Display Setup

• Review the booth layout and signage placement

• Organize product samples for display

• Set up demo stations or promotional areas

VI. Post-Event Follow-up

A. Lead Tracking and Follow-Up

• Prepare lead collection tools (e.g., lead retrieval systems, business cards)

• Create a plan for following up with leads within 1-2 days after the event

• Set up a CRM system to track and manage collected leads

B. Debrief and Evaluation

• Schedule a team meeting to discuss event successes and areas for improvement.

• Review performance against event goals (e.g., lead generation, brand exposure)

• Document insights for future trade shows

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