Trade Show Checklist

🗓 Pre-Show Planning (6–9 Months Prior)

✔ Booth & Budget

  • Define show goals (lead generation, brand awareness, product launch, etc.)
  • Finalize booth size and space location
  • Set overall budget (include booth design, logistics, travel, marketing, etc.)

✔ Booth Design & Production

  • Approve custom exhibit design with Southeast Exhibits
  • Confirm branding elements (logos, colors, messaging)
  • Submit high-resolution graphics and artwork
  • Approve final renderings and sign-off on build schedule

✔ Show Services – Managed by your assigned Project Manager

  • Order electrical, internet, and AV from the venue
  • Submit EAC (Exhibitor Appointed Contractor) forms listing Southeast Exhibits
  • Schedule shipping and material handling (advance warehouse or direct to show)
  • Review show manual and order deadlines

✔ Travel & Staffing

  • Book travel and accommodations
  • Confirm booth staff and roles (scheduling coverage)
  • Schedule staff training and product briefing
  • Order show badges for all booth personnel

✔ Marketing & Promotion

  • Create pre-show marketing plan (email, social, mailers)
  • Order promotional items, giveaways, booth supplies
  • Confirm booth staff wardrobe (branded Polos, Show lanyards, etc.)
  • Schedule meetings with prospects and clients
  • Promote your booth # and show specials on social media
  • Submit sponsorship or speaking opportunity applications (if applicable)

📦 2–4 Weeks Before Show

✔ Logistics

  • Ship booth, promotional materials, and products to the advance warehouse
  • Confirm all tracking numbers and arrival dates
  • Review and confirm labor schedules (installation & dismantle)

✔ Final Checks

  • Reconfirm hotel/travel arrangements
  • Print sales collateral, business cards, and lead forms
  • Pack emergency kit (tape, zip ties, extension cords, hand sanitizer, etc.)
  • Send final schedule to booth team

📍 At the Show (Live Show Days)

✔ Booth Management

  • Arrive early for booth setup (Southeast Exhibits handles installation)
  • Conduct daily team huddle (goals, assignments, updates)
  • Monitor booth cleanliness and restock materials
  • Greet attendees and scan badges or collect lead info
  • Promote live on social media (booth photos, team, visitors)
  • Network with nearby exhibitors and industry partners

✔ Engagement & Lead Capture

  • Have clear elevator pitch and talking points
  • Collect notes on lead quality and next steps
  • Offer giveaways or demos to drive engagement
  • Take photos and video for post-show content

📦 Post-Show Wrap-Up

✔ Dismantle & Shipping

  • Southeast Exhibits handles dismantle and return shipping
  • Ensure all materials are accounted for and repacked
  • Verify outbound shipping info

✔ Follow-Up & Reporting

  • Distribute and prioritize leads to sales team
  • Send thank-you emails and schedule follow-up meetings
  • Review show goals vs. outcomes
  • Share feedback with Southeast Exhibits for future improvements
  • Post-show social media wrap-up or newsletter

Unforgettable Experiences From Ideation to Creation

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