Checklist Trade Show

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Event Details

Trade Show Name: {{trade_show_name}}

Dates: {{start_date}} - {{end_date}}

Venue: {{venue_name}}, {{venue_address}}

Booth Number: {{booth_number}}

Key Contact Person (Internal): {{internal_contact_name}}

Key Contact Person (External/Organizer): {{organizer_contact_name}}

Pre-Show Planning & Logistics ({{date_pre_show_plan_due}})

- Define trade show objectives (e.g., lead generation, brand awareness, sales).

- Set budget for exhibition space, booth design, marketing materials, travel, and accommodation.

- Book exhibition space and complete all necessary forms from the organizer.

- Design and order booth display, signage, and promotional materials (brochures, flyers, business cards).

- Identify and order necessary equipment (tables, chairs, AV equipment, internet access).

- Arrange for transportation and shipping of booth materials and products.

- Develop pre-show marketing strategy (e.g., email campaigns, social media announcements).

Staffing & Training ({{date_staffing_training_due}})

- Select and confirm trade show staff.

- Conduct product knowledge and sales training for staff.

- Brief staff on trade show objectives, key messages, and lead capture process.

- Assign specific roles and responsibilities to each staff member.

On-Site Execution ({{date_on_site_execution_due}})

- Confirm arrival of all shipped materials and equipment.

- Set up booth display according to design plan.

- Test all electronic equipment (monitors, laptops, internet).

- Ensure all promotional materials are readily accessible and well-stocked.

- Implement lead capture system (e.g., digital forms, business card scanner).

- Engage with attendees, deliver presentations, and conduct product demonstrations.

Lead Management & Follow-up ({{date_lead_follow_up_due}})

- Collect and organize all leads generated at the show.

- Qualify leads based on predefined criteria.

- Implement post-show follow-up strategy (e.g., personalized emails, phone calls).

- Assign leads to relevant sales team members.

- Track follow-up activities and their outcomes.

Post-Show Evaluation ({{date_post_show_eval_due}})

- Dismantle and pack up booth materials.

- Arrange for return shipping of equipment and materials.

- Conduct a post-show debrief with staff.

- Evaluate the trade show against initial objectives and budget.

- Analyze ROI, lead conversion rates, and overall effectiveness.

- Document lessons learned for future events.

Signature

_____________________________

{{ signatory_name }}

{{ signatory_title }}

Date: {{ current_date }}