Checklist Trade Show

Company Information

{{company_name}}

{{company_address}}

Phone: {{company_phone}}

Email: {{company_email}}

Website: {{company_website}}

Trade Show Details

Trade Show Name: {{trade_show_name}}

Date(s): {{trade_show_start_date}} - {{trade_show_end_date}}

Location: {{trade_show_location}}

Booth Number: {{booth_number}}

Primary Contact (Internal): {{internal_contact_name}} ({{internal_contact_phone}})

Pre-Show Planning ({{pre_show_planning_due_date}})

__Booth Management:__

[] Confirm booth reservation and payment.

[] Review exhibitor manual and deadlines.

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

[] Design and order booth graphics and signage (roll-ups, banners, backdrops).

[] Arrange for booth furniture rental (tables, chairs, display cases).

__Marketing & Promotion:__

[] Develop pre-show marketing campaign (email, social media).

[] Schedule pre-show meetings with key prospects/clients.

[] Prepare press kit/media contacts.

[] Design and print marketing collateral (brochures, flyers, business cards).

__Product & Demonstration:__

[] Select products/services to showcase.

[] Prepare product demonstrations or presentations.

[] Ensure all demonstration equipment is functional and packed.

__Staffing:__

[] Select and train trade show staff.

[] Create staff schedule and assignments.

[] Prepare staff briefing documents (key messages, FAQs).

__Logistics:__

[] Arrange for shipping of booth materials and products.

[] Confirm accommodation and travel for staff.

During Show Activities

__Booth Setup:__

[] Supervise booth setup and ensure all elements are correctly placed.

[] Test all electronic equipment (monitors, laptops, charging stations).

[] Stock booth with marketing collateral and giveaways.

__Engagement & Lead Capture:__

[] Actively engage with attendees, initiate conversations.

[] Demonstrate products/services effectively.

[] Capture leads accurately (lead retrieval system, manual forms).

[] Distribute marketing materials and giveaways.

__Staff Management:__

[] Conduct daily staff briefings/debriefings.

[] Ensure staff adherence to schedule and responsibilities.

__Monitoring:__

[] Monitor booth traffic and attendee engagement.

[] Address any issues or concerns promptly.

Post-Show Follow-Up ({{post_show_follow_up_due_date}})

__Lead Management:__

[] Consolidate all captured leads.

[] Qualify leads and assign to sales team for follow-up.

[] Send personalized follow-up emails to prospects.

[] Track lead conversion rates.

__Logistics:__

[] Oversee booth dismantling and packing.

[] Arrange for return shipping of booth materials and products.

__Evaluation:__

[] Conduct post-show debriefing with staff.

[] Evaluate trade show success against objectives.

[] Analyze ROI of trade show participation.

[] Compile a comprehensive post-show report.

Budget Tracking

__Pre-Show Expenses:__

[] Booth Space Rental: {{booth_rental_cost}}

[] Booth Design & Production: {{booth_design_cost}}

[] Marketing Materials Printing: {{marketing_materials_cost}}

[] Staff Travel & Accommodation: {{staff_travel_accommodation_cost}}

[] Shipping & Logistics: {{shipping_logistics_cost}}

__During Show Expenses:__

[] On-site Services (Electricity, Internet): {{on_site_services_cost}}

[] Event Giveaways/Promotional Items: {{giveaways_promotional_cost}}

__Post-Show Expenses:__

[] Lead Management Software/Services: {{lead_management_software_cost}}

Approved by

_____________________________

{{approver_name}}

{{approver_title}}

Date: {{approval_date}}