Free Trade Show Preparation Checklist Template
Trade Show Preparation Checklist
Prepared by: [Your Name]
Date: [Date]
I. Booth Design & Setup
No. |
Task |
Checklist |
---|---|---|
|
Finalize booth layout and design. |
|
|
Order booth furniture (tables, chairs, etc.) |
|
|
Confirm booth dimensions and location. |
|
|
Ensure branding materials (banners, signs, logos) are ready. |
|
|
Order audiovisual equipment (TVs, projectors, speakers) |
|
|
Arrange for electrical needs (power outlets, lighting) |
|
|
Pack tools for booth assembly (tape, scissors, etc.) |
|
|
Confirm booth setup time and arrival schedule. |
|
II. Marketing Materials
No. |
Task |
Checklist |
---|---|---|
|
Print brochures, flyers, and catalogs |
|
|
Prepare product samples or demo units. |
|
|
Design and print business cards |
|
|
Create promotional giveaways (branded pens, bags, etc.) |
|
|
Ensure all printed materials are aligned with brand guidelines. |
|
|
Pack and label all marketing materials for easy transport. |
|
III. Travel Arrangements
No. |
Task |
Checklist |
---|---|---|
|
Book flights for all team members |
|
|
Confirm hotel accommodations |
|
|
Arrange for transportation (rental car, taxis, shuttle) |
|
|
Prepare a travel itinerary and share it with the team. |
|
|
Organize meal plans for staff during the event. |
|
|
Confirm transportation for equipment (booth materials, displays, etc.) |
|
IV. Staffing & Scheduling
No. |
Task |
Checklist |
---|---|---|
|
Assign roles and responsibilities to team members (e.g., booth attendants, lead generation, tech support) |
|
|
Create a work schedule for the event days. |
|
|
Arrange for backup staff or additional support if needed. |
|
|
Brief staff on event goals, product knowledge, and sales techniques |
|
|
Organize team meetings for last-minute coordination and updates. |
|
|
Provide team with contact information for on-site emergencies. |
|
V. Promotional Activities
No. |
Task |
Checklist |
---|---|---|
|
Plan social media posts and email campaigns before the event. |
|
|
Create a press release or event announcement for media coverage. |
|
|
Organize a contest or giveaway for the booth visitors. |
|
|
Confirm any influencer partnerships or collaborations for promotion. |
|
|
Prepare a sign-up sheet or QR code for lead collection at the booth. |
|
|
Prepare presentations, demonstrations, or interactive activities for engagement. |
|
VI. Logistics & Equipment
No. |
Task |
Checklist |
---|---|---|
|
Confirm shipping arrangements for booth materials and promotional items. |
|
|
Track shipping and confirm delivery dates. |
|
|
Pack necessary equipment (extension cords, chargers, laptops, etc.) |
|
|
Label all packages and materials for easy identification at the event. |
|
|
Ensure any necessary permits or insurance are secured for the event. |
|
|
Confirm booth security arrangements, if applicable. |
|
|
Make sure both materials and displays are in good condition. |
|
VII. Post-Event Follow-Up
No. |
Task |
Checklist |
---|---|---|
|
Organize collected leads and contact information. |
|
|
Send thank-you emails to potential clients and partners. |
|
|
Evaluate event performance and team feedback. |
|
|
Follow up with prospects for meetings or sales opportunities. |
|
|
Share event photos and highlights on social media. |
|
|
Review sales and marketing results with the team. |
|
|
Start planning for the next trade show or follow-up event. |
|