Planning a trade show? Whether you're a contractor, medical supplier, software company, or machinery brand—your event success starts with proper preparation.
Use this ultimate checklist to stay on track and make sure your booth is ready to stand out, engage visitors, and convert leads.
✅ Pre-Show Preparation (4–6 Weeks Out)
1. Set Goals
What do you want from this show? Leads, sales, brand awareness? Define measurable outcomes.
2. Book Your Booth Space
Confirm your location, size, and services (electricity, Wi-Fi, rigging, etc.).
3. Design & Order Your Display Materials
Work with your print provider to create backdrops, banners, table covers, and signage that align with your brand.
4. Prep Your Marketing Materials
Brochures, business cards, product samples, and lead capture forms or QR codes.
5. Train Your Team
Everyone should know your key messaging, sales pitch, and how to engage attendees.
✅ Booth Setup Checklist
1. Custom Backdrop or Banner
Clear branding, high-contrast visuals, and a strong call to action.
2. Tables & Furniture
Keep your setup functional, clean, and welcoming.
3. Tech Setup
Tablets, monitors, power cords, chargers, and backups. Test everything in advance.
4. Swag & Giveaways
Make it useful and relevant—items that won’t get tossed.
5. Product Samples or Demo Station
Live demonstrations or hands-on displays drive more engagement.
6. Lead Capture Tools
Use QR codes, tablets, or forms to gather contact info quickly and efficiently.
✅ Day-of Essentials
1. Arrive Early
Set up before the rush. Double-check tech, signage, and lighting.
2. Wear Branded Apparel
Look professional and stay on brand.
3. Have a Plan for Breaks
Staff coverage should be seamless so the booth is never empty.
4. Track Interactions
Use a system to log lead quality, interest level, and notes for follow-up.
✅ Post-Show Follow-Up
1. Organize and Score Leads
Sort contacts by priority and next steps.
2. Send Follow-Up Emails Within 48 Hours
Include a thank-you note, recap of what you discussed, and next actions.
3. Analyze Results
What worked, what didn’t, and what can be improved for next time.
Final Thoughts
Trade shows are a big investment—but when done right, they pay off big time. By planning early and using this checklist, you can reduce stress and show up prepared to connect with your audience.
Need custom-printed backdrops or booth support? That’s what we do. Let’s get your next event ready to win.
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