Trade show booth checklist

Everything to do before, during and after a trade show, in the order you need to do it. 57 tasks across 7 stages. Tick them off as you go; your progress stays in this browser.

12 Weeks Before

• Define show objectives and KPIsLeads, meetings, demos, brand awareness, etc.
• Set overall trade show budgetUse the ShowFloorTips ROI calculator to set the numbers.
• Reserve booth space and select locationCorner and end-cap positions get more foot traffic.
• Book hotel rooms for the teamBlocks near the venue sell out fast.
• Identify and assign booth staffMix sales, marketing, and product experts.
• Begin booth design and layout planningConsider open layouts that invite traffic in.
• Register for exhibitor services and utilitiesElectricity, WiFi, lead retrieval, cleaning, etc.

8 Weeks Before

• Finalize booth design and order graphicsAllow lead time for printing and fabrication.
• Order promotional materials and giveawaysUseful items get kept; novelty items get tossed.
• Plan pre-show marketing campaignEmail, social, direct mail to target attendees.
• Schedule meetings with key prospectsUse the show app or email to lock in times.
• Arrange shipping and freight logisticsConfirm deadlines for advance warehouse delivery.
• Order furniture, flooring, and A/V rentalsCompare show contractor prices vs. outside vendors.
• Confirm travel arrangements for all staffFlights, ground transport, parking passes.

4 Weeks Before

• Launch pre-show email campaignSend invitations to visit your booth with a specific CTA.
• Promote the show on social mediaUse the official show hashtag for visibility.
• Prepare product demos and presentationsRehearse to keep demos under 5 minutes.
• Create lead qualification criteriaDefine what makes a hot, warm, or cold lead.
• Train booth staff on messaging and goalsRole-play common conversations and objections.
• Print business cards and collateralDouble-check all URLs, phone numbers, and QR codes.
• Confirm all vendor orders and deliveriesGet tracking numbers for freight shipments.
• Set up lead capture systemTest badge scanners or a scanning app such as Scannly before the show.
• Prepare an emergency supply kitTape, zip ties, markers, power strips, first aid, etc.
• Review show rules and exhibitor manualCheck height restrictions, fire codes, union labor rules.

2 Weeks Before

• Send a second pre-show email blastReminder with booth number and a reason to visit.
• Finalize staff schedule and booth shiftsStagger shifts to avoid burnout and ensure coverage.
• Pack all booth materials and suppliesCreate an itemized packing list and check everything off.
• Prepare digital assets for on-site useSlide decks, videos, digital brochures on USB drives.
• Confirm meeting schedule with prospectsSend calendar invites with booth number.
• Brief the team on daily goals and agendaShare the show floor map and key competitor locations.
• Test all technology and equipmentScreens, tablets, chargers, WiFi hotspot, badge scanners.

1 Week Before

• Verify freight shipment delivery and trackingContact the advance warehouse to confirm receipt.
• Download the show app and floor planIdentify competitor booths and key sessions to attend.
• Charge all devices and pack backup batteriesLaptops, tablets, portable chargers, camera batteries.
• Print staff badges and exhibitor credentialsDistribute or plan pickup at the registration desk.
• Prepare per diem envelopes or expense processClarify reimbursement policies for the team.
• Set up out-of-office email repliesInclude booth number and show dates if relevant.
• Pack comfortable shoes and professional attireExpect 8-12 hours on your feet each show day.
• Review booth setup instructions and timelineKnow your move-in window and any union labor requirements.

Show Day

• Arrive early for booth setup and walkthroughCheck lighting, power, signage placement, and sightlines.
• Brief staff on daily targets and talking pointsMorning huddle to set the tone for the day.
• Test lead capture system before doors openDo a practice scan to ensure data is recording.
• Stock booth with collateral and giveawaysKeep backup supplies stored neatly out of sight.
• Engage every visitor within 3 seconds of approachOpen with a question, not a pitch.
• Take notes on each lead immediately after conversationRecord pain points, timeline, budget, and next steps.
• Photograph the booth and capture social contentPost live updates using the show hashtag.
• Attend networking events and after-hours receptionsSome of the best connections happen off the show floor.
• Hold an end-of-day debrief with the teamReview lead count, top conversations, and lessons learned.
• Secure valuables and lock booth displays overnightNever leave laptops, tablets, or product samples exposed.

Post-Show

• Send follow-up emails within 48 hoursPersonalize each message referencing your conversation.
• Categorize and score all collected leadsPrioritize hot leads for immediate sales outreach.
• Share lead data with the sales teamImport into CRM with notes and qualification level.
• Conduct a team debrief and retrospectiveWhat worked, what did not, what to change next time.
• Calculate ROI and compare to budgetUse the ShowFloorTips ROI calculator with your real results.
• Arrange return shipping for booth materialsInspect for damage and note any repairs needed.
• Write a post-show report for stakeholdersInclude metrics, highlights, and recommendations.
• Begin planning for the next showLock in early-bird pricing and preferred booth location.

Make the checklist work for you

Start at the stage that matches where you are. If the show is five weeks away, begin with 4 Weeks Before and pick up anything urgent from the earlier stages.

Give every task an owner. A checklist that belongs to everyone gets done by no one. Put a name next to the tasks that matter most, especially freight, booth services and lead capture.

Keep the money side in the ROI calculator, and when the show is over, use the follow-up email templates for the first 30 days.