Checklist_Trade Show Booth Setup

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Event Details

Trade Show Name: {{trade_show_name}}

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

Booth Number: {{booth_number}}

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

Setup Date/Time: {{setup_date_time}}

Dismantle Date/Time: {{dismantle_date_time}}

Pre-Show Planning & Logistics

☐ Confirm booth space and dimensions.

☐ Review exhibitor manual for rules and regulations.

☐ Order utilities (electricity, internet, water) by {{utility_order_deadline}}.

☐ Arrange for drayage and material handling.

☐ Book accommodation and travel for staff by {{travel_booking_deadline}}.

☐ Create a detailed booth layout plan.

☐ Prepare a staffing schedule for the event.

☐ Develop a lead capture strategy and allocate resources.

☐ Plan for security of valuable items.

Booth Materials & Equipment

☐ Main display structure/backwall.

☐ Tables and chairs.

☐ Product display units/shelving.

☐ Lighting fixtures (spotlights, ambient).

☐ Flooring (carpet, mats).

☐ AV equipment (screens, speakers, laptops).

☐ Extension cords and power strips.

☐ Marketing collateral (brochures, flyers, business cards).

☐ Promotional giveaways/merchandise.

☐ Order forms/contracts.

☐ Pens, notepads, stapler, scissors, tape.

☐ Cleaning supplies (wipes, dust cloths).

Product & Demonstration Preparation

☐ Inventory and pack products for display.

☐ Test all demonstration equipment to ensure functionality.

☐ Prepare product samples for distribution.

☐ Create clear and concise product information sheets.

☐ Develop compelling product demonstration scripts.

Staff Briefing & Training

☐ Conduct a pre-show briefing for all staff.

☐ Review product knowledge and key selling points.

☐ Train staff on lead capture procedures and systems.

☐ Discuss booth etiquette and professional conduct.

☐ Assign roles and responsibilities for booth operation.

☐ Provide staff with emergency contact information.

On-Site Setup Procedures

☐ Arrive at the venue at the designated setup time.

☐ Locate booth space and confirm dimensions.

☐ Unpack and inspect all delivered materials.

☐ Assemble display structure and furniture.

☐ Install lighting and AV equipment.

☐ Arrange products and marketing collateral.

☐ Test all electronic equipment and internet connection.

☐ Ensure booth is clean, tidy, and visually appealing.

☐ Walk through the booth to identify any missing items or issues.

Post-Setup Checks

☐ Confirm all signage is correctly displayed.

☐ Verify power outlets are working.

☐ Ensure all promotional materials are readily accessible.

☐ Perform a final check of the overall booth presentation.

☐ Secure any valuable items or personal belongings.

☐ Take photos of the completed booth setup for documentation.

Contingency Planning

☐ Identify potential issues (e.g., equipment failure, missing items).

☐ Prepare a

contingency kit

with essential tools and supplies.

☐ Establish clear communication channels for emergencies.

☐ Have a backup plan for internet or power outages.

Signature

___________________________

{{preparer_name}}

{{preparer_title}}

Date: {{date}}