Sample Pre-Trade Show Checklist

Prepared by: [Your Name]

Date: [Date]

I. Pre-Event Planning

A. Book Trade Show Space

  • Confirm booth location and size.

  • Submit any required documents or deposits.

  • Review event rules and regulations

B. Confirm Booth Design

  • Finalize booth layout and graphics

  • Order necessary booth furniture and equipment

  • Check electrical and internet requirements

C. Arrange Transportation

  • Book shipping for booth materials and promotional items

  • Confirm logistics for booth setup and teardown

  • Arrange for transportation of staff

II. Marketing and Branding

A. Create Promotional Materials

  • Design and print brochures, flyers, and business cards

  • Order branded merchandise or giveaways

  • Prepare product samples for display

B. Plan a Digital Marketing Campaign

  • Schedule social media posts and email blasts leading up to the event

  • Set up event-specific landing pages or banners on your website

  • Prepare online advertising materials

C. Develop Press Kits

  • Prepare press releases or announcements for media outlets

  • Compile a list of press contacts and reach out for event coverage

III. Logistics

A. Confirm Travel Arrangements

  • Book flights and accommodations for staff

  • Confirm ground transportation arrangements (e.g., taxis, shuttles)

  • Prepare a travel itinerary for all staff members

B. Coordinate with Vendors

  • Confirm delivery of booth materials and promotional items

  • Ensure all vendor contracts are signed and payments are made

  • Review the event schedule for any updates or changes

C. Finalize Event Checklist

  • Double-check all required event registrations and documents

  • Confirm staffing levels and assign shifts

  • Ensure emergency contacts and event details are accessible

IV. Staffing

A. Assign Roles and Responsibilities

  • Determine who will manage the booth, handle customer inquiries, and oversee demos.

  • Assign backup staff for each shift

  • Prepare a list of key contacts and responsibilities for each team member

B. Prepare Staff Training

  • Train staff on booth activities, product information, and event goals

  • Provide guidelines for customer interaction and lead collection

  • Prepare team members on emergency procedures and booth setup

V. Booth Design and Setup

A. Review Booth Materials

  • Confirm all booth materials (signage, displays, furniture) are ready

  • Pack any required tools or equipment for booth assembly

  • Ensure any special equipment (e.g., AV or interactive displays) is functioning properly

B. Finalize Display Setup

  • Review the booth layout and signage placement

  • Organize product samples for display

  • Set up demo stations or promotional areas

VI. Post-Event Follow-up

A. Lead Tracking and Follow-Up

  • Prepare lead collection tools (e.g., lead retrieval systems, business cards)

  • Create a plan for following up with leads within 1-2 days after the event

  • Set up a CRM system to track and manage collected leads

B. Debrief and Evaluation

  • Schedule a team meeting to discuss event successes and areas for improvement.

  • Review performance against event goals (e.g., lead generation, brand exposure)

  • Document insights for future trade shows


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