Checklist_Trade Show Booth Setup

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Event Details

**Event Name:** {{event_name}}

**Event Dates:** {{event_start_date}} - {{event_end_date}}

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

**Booth Number:** {{booth_number}}

**Setup Date/Time:** {{setup_date_time}}

**Dismantle Date/Time:** {{dismantle_date_time}}

Pre-Show Planning & Logistics

- [ ] Confirm booth space and dimensions.

- [ ] Review exhibitor manual and deadlines.

- [ ] Order necessary services (electricity, internet, water, cleaning, etc.).

- [ ] Arrange for shipping and drayage of booth materials.

- [ ] Book staff accommodation and travel.

- [ ] Develop a booth layout and traffic flow plan.

- [ ] Plan for lead capture system (e.g., QR codes, data entry forms).

- [ ] Create an emergency contact list for the event team.

Booth Structure & Signage

- [ ] Inspect booth display elements for damage.

- [ ] Confirm all structural components are present (frames, panels).

- [ ] Check signage for accuracy and quality (banners, posters, digital screens).

- [ ] Ensure lighting fixtures are functional and appropriate.

- [ ] Verify appropriate flooring is available and in good condition.

Product/Service Display

- [ ] Pack product samples or demonstration units.

- [ ] Ensure all necessary equipment for demonstrations is packed and functional.

- [ ] Prepare product brochures, spec sheets, and other marketing collateral.

- [ ] Confirm availability of presentation materials (laptops, projectors, power cords).

- [ ] Arrange for secure storage of valuable items.

Staffing & Training

- [ ] Confirm staff schedule and roles.

- [ ] Conduct a pre-show briefing for all booth staff.

- [ ] Provide staff with relevant product knowledge and talking points.

- [ ] Ensure staff have appropriate attire / branded uniforms.

- [ ] Distribute lead capture devices and train on their use.

Supplies & Amenities

- [ ] General office supplies (pens, notepads, stapler, scissors).

- [ ] Cleaning supplies (wipes, dust cloths).

- [ ] First aid kit.

- [ ] Refreshments for staff.

- [ ] Business card collection container.

- [ ] Waste bins and liners.

Technology & Connectivity

- [ ] Test all electrical connections and power strips.

- [ ] Verify internet connectivity and speed.

- [ ] Set up and test all audio-visual equipment.

- [ ] Ensure appropriate power adapters and extension cords are available.

- [ ] Charge all portable electronic devices (phones, tablets).

Post-Setup Review

- [ ] Walk through the booth to ensure everything is in place and presentable.

- [ ] Check all electrical connections for safety.

- [ ] Confirm all marketing materials are stocked and accessible.

- [ ] Take photos of the finished booth for documentation and future reference.

- [ ] Address any last-minute issues or adjustments.

Signature Block

Prepared by: _________________________

Printed Name: {{preparer_name}}

Date: {{date}}

Approved by: _________________________

Printed Name: {{approver_name}}

Date: {{approval_date}}