Travel and Accommodation Checklist for Trade Show

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Prepared by: [Your Name]

Date: [Date]

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I. Travel Arrangements

A. Flight Details

• Flight booking confirmation

• Departure and arrival times

• Airline, flight number, and terminal information

• Baggage allowance and restrictions

B. Airport Transfers

• Pre-arranged taxi or shuttle service

• Ride-sharing app details (e.g., Uber/Lyft)

• Rental car pickup location and instructions

C. Car Rentals

• Rental car reservation confirmation

• Pickup and drop-off locations

• Vehicle type and insurance coverage

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II. Accommodation Details

A. Hotel Booking Information

• Hotel name, address, and contact number

• Booking confirmation and reservation number

• Check-in and check-out dates

• Special room requests (e.g., non-smoking, accessible)

B. Room Assignments

• Names of attendees and assigned rooms

• Additional rooming preferences (e.g., adjoining rooms)

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III. Event Schedule

A. Trade Show Dates

• Event start and end dates

• Keynote sessions and workshops scheduled

• Important sessions to attend

B. Booth Schedules (if applicable)

• Assigned booth setup and takedown times

• Staffing schedule for the booth

C. Meetings and Networking Events

• Pre-arranged meetings with clients or partners

• Networking events or after-hours gatherings

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IV. Packing List

A. Business Attire

• Company-branded clothing or uniforms

• Presentation attire (e.g., suits, dresses)

• Comfortable shoes for walking and standing

B. Promotional Materials

• Business cards

• Brochures, flyers, or product catalogs

• Swag items for giveaways

C. Electronic Devices

• Laptop, charger, and accessories

• Phone, tablet, and chargers

• Portable power bank

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V. Important Contacts

A. Event Organizers

• Event manager’s name and contact info

• Emergency contact details for the trade show venue

B. Hotel Contacts

• Front desk phone number

• Concierge services

C. Transportation Providers

• Taxi, shuttle, or ride-sharing provider contact details

• Rental car company emergency contact

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VI. Budget

A. Estimated Costs

• Travel (flights, trains, etc.)

• Accommodation (hotel, taxes, fees)

• Meals and incidentals (e.g., food, tips)

B. Expense Tracking

• Receipts for reimbursement

• Company credit card usage

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VII. Other Considerations

A. Travel Insurance

• Insurance policy details (coverage for delays, cancellations, etc.)

• Emergency medical coverage

B. Passport/Visa Requirements

• Passport validity check

• Visa applications and approval status

C. Health-Related Needs

• Prescription medications

• Dietary restrictions or special needs

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