The Complete Trade Show Exhibitor Checklist
A complete trade show exhibitor checklist covering booth, displays, logistics and giveaways. Plan a successful exhibition with this step-by-step guide.
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Why Most Exhibitors Leave Money on the Table
Most exhibitors focus almost entirely on the visual — the stall design and graphics — and underinvest in the operational and engagement elements that actually convert footfall into business. This checklist is designed to close that gap. Use it 4–6 weeks before your show date and work through it systematically.
8+ Weeks Before: Registration and Space
Confirm your booth size and location with the organiser. Corner plots and end-of-aisle positions cost more but get significantly higher footfall — worth the premium for a brand launch. Review the organiser's exhibitor manual for height restrictions, material restrictions, power point allocations, and move-in / move-out timelines. Register your team badges early, as many organisers have early-bird deadlines.
6 Weeks Before: Display and Graphics
Finalise your stall design and place orders for all display materials with enough lead time for production and a round of revisions. Key items to order: backdrop or booth system, counter table, standees, promotional flags, branded table cover. Send artwork files at correct dimensions with bleed. Request 2D mockup proofs before approving production. Book logistics — many exhibition venues charge extra for last-minute deliveries.
4 Weeks Before: Collateral and Giveaways
Print brochures, catalogues, and product sheets — estimate 30–50% more than you expect to need. Order branded giveaways (tote bags, pens, product samples). Prepare your lead capture system: a QR code to your WhatsApp or contact form works better than paper cards for most audiences. Prepare your demo device if you are showing software or digital products. If you need a screen or TV, confirm whether you are renting from the venue or bringing your own.
2 Weeks Before: Team Preparation
Confirm your team roster for each day of the show. Brief everyone on your talking points, target customer profile, and what qualifies as a lead worth following up. Practice your 30-second pitch. Agree on lead capture protocol — who collects, in what format, and who follows up. Book accommodation and travel if the show is out of your city. Prepare a petty cash float for on-site purchases.
Day Before: Setup
Arrive during the designated setup window — never during show hours. Unpack and assemble your display first, then dress the counter, arrange collateral, test all screens and power connections. Position standees at stall entry corners where they intercept aisle traffic. Do a final walkthrough: does the stall communicate clearly from 5 metres away? Is the counter clear of clutter? Is your team briefed on their positions?
During the Show
Stand in front of your counter, not behind it. Open body language doubles engagement. Engage passersby with a question, not a pitch. Collect leads systematically — even a simple WhatsApp number saved with a note about what they were interested in is enough. Change your standees or messaging mid-show if one approach is not working. Take photos and videos of your stall for social media — the show itself is content.
Post-Show: The 48-Hour Rule
Follow up with every lead within 48 hours while the show is still fresh in their memory. Send a personalised message referencing your conversation, not a generic bulk email. Tally your costs against the quality and quantity of leads. Assess what worked — backdrop visibility, demo, team positioning — and what to change for the next show. Store your display carefully: tension fabric structures should be disassembled, fabric graphics folded loosely (not creased), and hardware stored in carry bags. Your display is an asset.
Exibu Displays
Published 15 June 2026 · Updated 22 June 2026
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