Preparing for a trade show can feel overwhelming. Between booking your space, designing your display and organizing logistics, it’s easy to miss crucial details that make the difference between a stressful experience and a successful one.
That’s why we’ve created this comprehensive trade show planning checklist. Whether you’re wondering what to take to a trade show for the first time or looking for fresh trade show marketing checklist ideas, this guide covers everything you need for a professional, organized exhibition presence.
Start 6 weeks before
Your trade show checklist begins long before setup day. This early planning phase sets the foundation for everything that follows.
- Stand space confirmed with exact dimensions
- Accommodation near the venue
- Team selected with defined roles
- Budget including hidden costs like parking and meals
- Clear goals for what you want to achieve
Book these items first, as popular venues and nearby hotels fill up quickly. Knowing your exact stand dimensions helps you choose the right display sizes. Having your team confirmed means everyone can prepare properly.
Design at 4 weeks out
This is when your trade show planning checklist gets visual. Visitors decide whether to approach your stand in about three seconds, so your design needs to work instantly.
Order these design essentials:
- Pop-up displays for instant professional backdrops
- Roller banners that communicate key messages
- Updated business cards with current information
- Promotional materials that explain your offerings
- Giveaways that people will actually keep and use
VistaPrint’s design services can help create cohesive materials that work together or use our online templates to maintain consistency across all items. Order early to avoid rush charges and ensure everything arrives on time.
Handle details 2 weeks before
Your trade show marketing checklist now gets specific. Create a master list of everything you’ll need, from extension cords to emergency supplies.
Don’t forget these items:
- Technology tested, charged & backed up
- Supplies like tape, scissors, zip ties & cleaning materials
- Complete inventory of products & samples
- Staff briefing materials & schedules
- Emergency kit with snacks, water & phone chargers
This is also when you should confirm all shipments, review setup instructions and ensure everyone knows their responsibilities.
Final week preparations
What to take to a trade show always seems obvious until you’re at the venue without something essential. Use this week for final checks and rehearsals.
Last-minute musts:
- Transport arranged & confirmed
- All documentation printed & organized
- Cash and cards for unexpected expenses
- Weather forecast checked for travel days
- Backup plans for common problems
Practice your setup if possible. Time how long everything takes and identify potential issues while you can still solve them.
Show day success
Arrive at least two hours before doors open. Setup always takes longer than expected, especially when you’re waiting for elevators or navigating crowded aisles.
A professional presentation makes the difference. Quality tablecloths hide unsightly tables and storage. Counter displays keep materials organized and accessible. Proper lighting ensures your display looks its best, even in dim corners. These materials work for multiple shows, providing ongoing value.
Create clear zones for different activities: product display, demonstrations and private conversations. This organization helps visitors understand your offering quickly and makes your team more effective.
Learn and follow up
Your trade show planning checklist shouldn’t end when you pack up. The real work often happens after the show.
Within 48 hours, contact your most promising leads while conversations are fresh. Sort all contacts by priority and potential. Send thank you messages to visitors and partners. Share highlights on social media to maintain momentum. Document what worked and what didn’t for next time.
Your downloadable checklist
Download our comprehensive PDF checklist that includes timelines, product suggestions, and space for your notes. Having everything written down lets you focus on connecting with customers instead of worrying about forgotten items.
Success at trade shows isn’t about having the biggest budget or the flashiest display. It’s about being prepared, professional and ready to make genuine connections. With this complete trade show checklist and the right materials from VistaPrint, you’re ready to make your next exhibition count.
