Trade show exhibitor checklist

Four to six weeks before the event

• Confirm stand number, dimensions, venue access and exhibitor passes.
• Set one primary event objective: qualified leads, meetings, product launch, partnerships or awareness.
• Choose the products or services you will actively promote rather than trying to explain everything.
• Confirm who is attending and who owns setup, lead capture and post-show follow-up.
• Check organiser deadlines for artwork, furniture, power, internet, freight and badges.

One to two weeks before

• Finalise stand signage and QR destinations.
• Prepare concise product sheets with a clear headline, benefit and next action.
• Create a staff rota that covers setup, opening, breaks and close-down.
• Test demos, chargers, laptops, tablets and QR codes on a mobile connection.
• Print a paper backup for lead capture in case the digital system is unavailable.

The day before

• Pack badges, passes, signage, samples, cables, chargers, fixings, pens and cleaning materials.
• Share the venue, stand number, setup time and meeting point with the whole team.
• Reconfirm the short stand message: who you help, what you solve and what visitors should do next.
• Charge devices and keep critical files available offline.

During the event

• Keep the front of the stand open and easy to approach.
• Record a clear next action for every useful conversation.
• Assign a follow-up owner while the conversation is still fresh.
• Check signage from the aisle, not only from inside the stand.
• Photograph the finished stand and note what runs out or attracts attention.

After the event

• Consolidate leads immediately and prioritise the strongest opportunities.
• Send promised information while the event is still fresh.
• Record results against the objective set before the show.
• Note what to bring more of, what was unnecessary and what should change next time.

Turn the checklist into named ownership

A checklist works better when important tasks have an owner and date. “Prepare demo” is weaker than “Jamie — test demo on event laptop by Tuesday”. Use the 90-day planner for timing and the staff rota for event-day coverage.