Trade Show Team Checklist Layout

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Prepared by: [Your Name]

Date: [Date]

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I. Planning and Preparation

A. Research and Strategy

• Define trade show goals and objectives.

• Research target audience and competitors

• Establish key performance indicators (KPIs)

B. Budget and Finance

• Create a budget plan for the event

• Approve and allocate funds for each segment

• Confirm payment schedules and deadlines with vendors

C. Booth Design and Materials

• Finalize booth layout and design

• Prepare promotional materials and branding

• Order and verify the arrival of giveaways and literature

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II. Team and Logistics

A. Roles and Responsibilities

• Assign team roles and individual responsibilities

• Schedule pre-show team meetings

• Provide training and briefing on products and services

B. Travel and Accommodation

• Book transportation and accommodation for team members

• Plan and confirm itineraries

• Arrange for meals and local transportation

C. Technology and Operations

• Ensure all technical equipment is working and prepared

• Verify internet and electrical requirements

• Test presentation and display setups

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III. During the Trade Show

A. Booth Management

• Set up the booth according to the plan

• Manage booth operations and visitor engagements

• Rotate staff roles to maintain energy and focus

B. Networking and Lead Generation

• Engage with potential clients and gather leads

• Distribute business cards and promotional materials

• Record and document details of meetings and discussions

C. Monitoring and Adjustment

• Monitor the KPIs and adjust strategies accordingly

• Gather feedback from the team and visitors

• Tweak booth elements and engagement tactics as needed

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IV. Post-Show Activities

A. Follow-Up

• Analyze collected leads and prioritize follow-ups

• Send thank-you emails and schedule follow-up meetings

• Enter leads into CRM for sales tracking

B. Evaluation and Reporting

• Review and analyze performance against KPIs

• Prepare a comprehensive show report

• Conduct a debriefing session with the team

C. Future Planning

• Archive materials and results for future reference

• Discuss potential improvements for future events

• Plan for subsequent shows based on learnings

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