Ultimate Trade Show Checklist: Everything You Need for a Smooth Event

Why You Need a Trade Show Checklist

A well-prepared exhibitor is a successful exhibitor. With the right planning, your trade show experience can go from overwhelming to enjoyable — and profitable. It’s essential to have a clear trade show checklist to help you and your team:

• Know what you need to bring

• Avoid last-minute scrambles

• Save money on forgotten items

• Ensure consistent branding

• Stay focused on your goals

• Reduce stress for everyone involved.

Exhibitor Checklist for Trade Shows: Before the Event

Let’s start with the pre-show planning so you are fully prepared and don’t miss any important details. This stage is all about getting the foundations right so your trade show is a success.

1. Set Clear Objectives — Defining your goals will shape the rest of your decisions, from stand design to staffing.

• Are you launching a new product?

• Looking to collect leads or make sales of services?

• Want to raise brand awareness?

2. Book Your Space — Secure your preferred spot as early as possible. Review the exhibition hall’s floor plan and check visibility, lighting, and foot traffic. Prime visibility spots, such as near the entrance and on the corners of walkways, will be the most expensive. Decide what your budget will be for the space rental and your exhibition stand, and don’t forget staffing costs.

3. Design Your Exhibition Stand — Choose a stand that reflects your brand and fits your goals. Modular stands are great for flexibility and reusability. Confirm whether you’re renting or purchasing your stand.

Need help? This is where Plus Exhibition Stands steps in!
We handle everything from design to installation, so you can have a stress-free trade show.

4. Order Print Materials — Think about the print items you’ll need at your stand. Do you want to give out branded items like keychains or mugs? Or run competitions or games? These things could attract more people to come to your stand. Allow time for design, print and delivery. Here are a few things you’ll probably want at your exhibition stand:

• Business cards

• Flyers and brochures

• Branded forms or surveys

• Product spec sheets

• Branded signage

5. Sort Out Tech and AV — Price out screens, tablets, lighting, or sound equipment that you may need to rent and get that booked. If you plan to attend monthly events or many exhibitions each year, you might want to invest in some equipment.

6. Staff Your Stand — How many staff do you need, and what is your budget? You don’t want to have people being paid to stand around. Research how many attendees were at the last event to get a good idea of the needed staff. Choose friendly, knowledgeable team members who are outgoing and happy to talk to strangers. Brief them on your goals, messaging, and FAQs so they can effectively represent your business. Organise travel, accommodation and passes for the team members.

7. Promote the Event — Now you’ve secured your spot, you can start promoting the event to your email list and social media. Let your customers know they can meet your team face-to-face during the trade show.

What to Bring to a Trade Show: Your Essentials Packing List

Now that you’ve planned the foundational details of your trade show, we get to the practical bit — what do you need to bring? Don’t forget to download your trade show essentials checklist to ensure you’re covered for every scenario.

Branded Materials

• Banners or backdrops

• Tablecloths with logos

• Floor graphics or signage

• Digital presentations or looping videos

• Branded clothing for staff.

Stand Tools & Extras

• Tape (duct, masking and double-sided)

• Scissors or a craft knife

• Velcro strips or zip ties

• Blue tack or Command hooks

• Screwdrivers or Allen keys

• Hand sanitiser and cleaning wipes.

Customer Engagement Tools

• Tablets with lead capture software

• QR codes linking to your website or sign-up forms

• Freebies and prize draws

• Demonstration kit or props

• Branded feedback forms.

On-the-Day Tips: Keeping It Smooth

You’ve arrived at the venue. Now what? Running an exhibition booth at a trade show can be an exciting way to promote your business, but it can also be overwhelming and stressful. Even the best-laid plans can run into unexpected hiccups if you’re not ready for the fast-paced environment of a trade show. So be prepared for anything! Having a solid game plan for the day itself is just as important as everything leading up to it. From setting up your stand efficiently to keeping your team energised and engaging with visitors effectively, these on-the-day tips will help ensure things run smoothly so you can focus on making great impressions and generating results.

1. Arrive Early

• Check-in with the organisers of the event

• Find your space

• Set up the stand

• Test lighting, screens and tech.

2. Stay Presentable

• Keep your space tidy and welcoming

• Encourage staff to stay standing, smiling, engaged and off their phones

• Store personal items out of sight.

3. Engage Visitors

• Don’t wait for people to approach; start conversations with people passing

• Ask open-ended questions

• Use your lead capture tools effectively

• Offer demos, samples or freebies to spark interest.

4. Keep an Eye on Stock

• Monitor how quickly you’re going through brochures, freebies or samples

• Restock overnight if it’s a multi-day event.

Post-event Checklist: Don’t Drop the Ball

The show might be over, but the work isn’t. Post-event activity is just as important.

1. Break Down and Pack Up

• Disassemble carefully (especially if reusing modular components)

• Keep everything organised for easier future use

• Label boxes and store reusable materials.

2. Follow Up on Leads

• Send personalised emails within 48 hours

• Add contacts to your CRM

• Schedule calls or meetings where appropriate.

3. Review and Reflect

• What went well?

• What could be improved?

• Collect team feedback

• Calculate ROI: leads, sales, engagement and brand impact.

4. Book Your Next Show

Get ahead of the game and start planning the next event while everything is fresh in your mind.

Bonus Tips to Make Life Easier

• Pack a “Show Day Survival Kit”: You may want to include a refillable water bottle, snacks, painkillers, stain remover pen and breath mints.

• Bring spare clothes or layers: You never know what the venue temperature will be like.

• Have a backup plan, especially for tech: This could include USB backups, extra chargers, or a hard copy of your schedule.

We Take the Stress Out of Exhibiting

At Plus Exhibition Stands, we’ve been helping UK businesses exhibit with confidence for over 35 years. From eye-catching modular stands to full-service project management, our goal is simple: to make exhibiting easier for you.

If you’re wondering what to bring to a trade show or need help to tick everything off your exhibitor checklist for trade shows, we’re here to help. We’ll guide you through the process from start to finish so you can focus on making your event a success.

Ready to plan your next exhibition? Get in touch with our friendly team today for a free stand design and expert advice. Let’s create a stand that works hard, so you don’t have to.

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