Trade Show Checklist for Exhibitors
Planning a trade show can feel overwhelming, so staying organised is the key to making it a success.
From setting up your booth to managing staff and shipping, there’s a lot to keep track of. A solid logistics plan ensures that everything runs smoothly, making your experience much easier.
Whether you're new to trade shows or have been exhibiting for years, this Trade Show Logistics Checklist will help you stay on top of all the details, avoid surprises, and make the most of your time at the event.
Trade Show Checklist for Exhibitors
Pre-Event Logistics
Event Registration:
Confirm registration details with the trade show organizer.
Ensure all required exhibitor forms and payments are submitted.
Verify the event schedule and exhibitor setup times.
Exhibit Design & Booth Setup:
Confirm booth dimensions and layout.
Design booth visuals, signage, and promotional materials.
Order booth furniture, lighting, and display units.
Ensure electrical outlets, lighting, and power requirements are covered.
Order any audiovisual equipment (e.g., monitors, microphones).
Plan booth traffic flow and product placement.
Shipping & Transportation:
Confirm the dates for shipping items to the event venue.
Coordinate with a shipping company for booth materials and products.
Ensure packaging is secure and labeled correctly (with booth number).
Schedule the arrival of large items or displays (e.g., backdrop, large products).
Track shipments to ensure timely delivery.
Staffing & Scheduling:
Confirm staff schedules (who will be attending the trade show?).
Create a shift schedule for booth staffing (if necessary).
Prepare staff with specific responsibilities (e.g., greeting visitors, handing out materials, product demos).
Hotel & Travel Arrangements:
Confirm hotel accommodations and transport for all team members.
Arrange flights, transfers, and any necessary rental cars.
Organize meal plans and catering (if applicable).
During Event Logistics
Booth Setup:
Arrive at the venue during setup hours.
Unload materials and assemble the booth according to the design plan.
Set up technology and display equipment.
Test all equipment (AV, lighting, and power).
Confirm booth branding and signage placement.
Double-check product displays and promotional materials.
Shipping & Receiving:
Confirm the booth materials arrive on time.
Ensure all shipments are received in the correct location.
Have extra shipping materials on hand (e.g., tape, labels, scissors).
Check the condition of all items (report any damaged goods to the show organizer).
Daily Operations:
Ensure all booth materials are stocked (brochures, business cards, etc.).
Monitor booth for cleanliness and organization throughout the event.
Keep track of leads and attendee contact information.
Review event schedule for any updates (e.g., keynote speakers, panel times).
Coordinate with event organizers for any technical or logistical needs.
Post-Event Logistics
Booth Breakdown:
Dismantle the booth carefully to avoid damaging materials.
Pack all materials securely for return shipping.
Ensure all equipment is accounted for.
Check that all promotional materials have been collected.
Shipping Back:
Confirm return shipping details with your shipping company.
Double-check labels on return shipments for correct destination.
Track any return shipments to ensure safe arrival.
Post-Event Follow-up:
Thank attendees and leads who interacted at the booth.
Follow up with any leads gathered at the trade show.
Review the logistics process to identify areas for improvement for next time.
Evaluate the event’s success and measure against your objectives (e.g., leads, sales, visibility).
You Might Also Like
Meet Your Mentor
Hey! I’m Rachella — founder of Event Kit and an Event Consultant with 25+ years of experience running world-class festivals and public events. I created Event Kit because I knew there had to be a smarter, less overwhelming way to plan pro-level events.
EVENT KIT LIBRARY
Guides & Tutorials: Expert Insights & Event Planning Inspiration
Your go-to for practical event planning advice, from beginner basics to smart professional development.
Recent Articles
