| Situation | Timing | Main tasks | Planning use |
|---|---|---|---|
| Choosing a show | 6-12 months before show | Set strategy, goals and budget; book space | Fix the commitment and spend before anything else is ordered. |
| Booking logistics | 3-6 months before show | Hotel block, literature and giveaways | Lock in travel and print lead times while options are still open. |
| Preparing equipment | 1-4 weeks before show | Prep and package booth equipment; confirm shipping arrival dates | Turn the packing list into boxes and tracking numbers. |
| Show days | Before doors open each day | Booth clean and stocked | Use a short daily routine so small problems are caught early. |
Timings above follow the IAEE trade show checklist and the Eventdex checklist guide.
A trade show checklist works best when tasks follow the calendar: strategy and space booking first, logistics and orders next, then packing, freight tracking and daily booth checks. Deadlines in the organizer’s exhibitor manual override any generic timeline.
This page covers preparation only, from the first decisions to departure. For the wider process, see how to exhibit at a trade show, which sets this checklist in context.
Six to twelve months out: strategy and space
The earliest tasks decide everything that follows, so this phase suits any exhibitor who has not yet signed a space contract.
Goals, budget and show choice
The IAEE checklist places strategy, goals and budget at six to twelve months before the show, together with choosing a show that fits the customer’s profile and booking space. Write down your trade show goals and objectives before choosing, because they decide which event and how large a presence justify the cost.
Budgeting early matters. Classic Exhibits notes that trade show costs are often as much as 30-40% of a company’s annual marketing budget. That share is a reason to cost freight, labor and travel at the start rather than discover them later.
Show dates and service due dates
Classic Exhibits lists the show dates and the due dates for ordering services among its preliminary checklist items. Put both in one shared calendar from the start. Organizer deadlines are set in the exhibitor manual, which covers deadlines, power, Wi-Fi and rules according to Eventdex, so the manual is the document to read first once it is released.
- Manual not yet released: keep placeholder rows for services and complete the due dates when the document arrives.
- Manual released: copy every service due date into the calendar before ordering anything.
Three to six months out: bookings and print orders
This phase is about securing the items with the longest lead times: rooms, freight, labor and printed materials.
Hotel block and travel
The IAEE checklist puts the hotel block at three to six months before the show and advises booking rooms even if you do not yet know who will attend. Classic Exhibits adds that timely booking of travel, lodging, freight and promotional materials helps protect the budget. Larger teams gain the most from booking a block, since it keeps staff together near the venue.
Freight and labor
Scheduling freight to and from the show is a preliminary item on the Classic Exhibits list. So is booking labor to install and disassemble the exhibit. Who does the physical build depends on the stand type. Red Carpet Systems says construction, installation and uninstall should be handled by the custom exhibit company that was hired. An exhibitor using a custom build therefore confirms that arrangement, while one with a simple display ships it and books labor separately. Setup procedure itself is outside this checklist.
Literature and giveaways
Literature and giveaways are ordered in this window, and Eventdex adds that graphics, brochures and giveaways should be ordered with time to spare for delivery. Printed pieces that arrive late cannot be fixed on the show floor, so place these orders before the lower-risk items.
Weeks before: manual, extras and packing
Once the show is weeks away, the checklist shifts from booking to confirming and packing.
Exhibitor manual and extras
Eventdex advises confirming the booth space, power, Wi-Fi and furniture in the exhibitor manual. Extras such as power, furniture and Wi-Fi are ordered in the organizer’s portal before the deadline. Treat the portal deadline as a hard stop, and order the full list at once rather than adding items one by one.
Display materials and venue limits
Eventdex’s booth packing list names banner stands, a backdrop, table covers, signs and flooring if allowed. The qualifier matters. Venue rules decide whether flooring or other materials may be used, so read the restrictions section of the manual before buying or packing anything bulky. A stand without flooring can still look finished, but one that ships flooring the venue prohibits wastes freight budget.
Packing list for a freight-focused stand
A packing list for freight shipments should cover what the stand needs to run without a local shop run. These groups come from the Eventdex, Classic Exhibits, IAEE and Red Carpet Systems checklists.
- Display items: banner stands, backdrop, table covers and signs, plus flooring only where the venue allows it.
- Technology: screens, laptops, tablets, chargers, extension leads, power strips and spare cables. Eventdex suggests testing before packing.
- Repair kit: Eventdex observes that most show-day problems are a missing cable or a torn banner, so tape and spare cables earn their space.
- Supply kit: IAEE recommends a two-bin supply kit with office supplies and team resources, packed one to four weeks before the show.
- Dismantling supplies: Classic Exhibits lists packing tape for dismantling and repacking, and cleaning supplies for use before the show opens each day.
- People items: badges, name tags, uniforms, comfortable shoes and water, with one set per person plus a spare. Red Carpet Systems adds phones, chargers, appropriate attire and a floor map.
Shipping and tracking
IAEE advises that, one to four weeks before the show, exhibitors prepare and package booth equipment and confirm shipping arrival dates. The same list gives the team a master contacts list with tracking numbers and vendor information in case things do not arrive on time. In the final week, Eventdex says to pack from the list, ship what must be shipped and track it. Cases that travel by freight need the longest lead time, while items that fit in a suitcase can travel with staff.
Final days and show days
The last stretch is mostly verification, and it ends with a short daily routine once the doors open.
The day before
By this point the checks are simple confirmations rather than new tasks. Use them in this order:
- Compare each tracking number with the arrival dates confirmed earlier.
- Give every team member the master contacts list so a late shipment can be chased without delay.
- Tick off the supply kit, repair kit and staff items against the packing list.
- Check that chargers, extension leads and spare cables are in the bags that travel with staff.
If a shipment is missing at this stage, the contacts list and tracking numbers are the fastest route to finding it.
Each show day
Eventdex’s checklist for each show day is a booth that is clean and stocked before doors open. Cleaning supplies from the kit make that routine quick. Brochure stock and giveaways should be topped up at the same time. Once visitors arrive, follow-up depends on how you capture contacts, which is covered in how to get leads at a trade show.
Departure and return freight
Eventdex lists shipping back as the first after-show task, so arrange it before leaving rather than at the end of the last day. Packing tape on the supply list is what lets staff repack the cases, and the freight booking made months earlier should already include the return leg. The tracking numbers and contacts list used for outbound freight also serve for the return.
Frequently asked questions
| Question | Answer |
|---|---|
| What should be done six months before a trade show? | Per the IAEE checklist, strategy, goals, budget and space booking belong six to twelve months out. Hotel blocks and literature orders follow in the next window. |
| What should I bring to a booth? | Bring display items, tested technology, a repair kit, a supply kit and staff items such as badges, name tags and comfortable shoes. Flooring is packed only where the venue permits it. |
| What deadlines do organizers set? | The exhibitor manual lists deadlines, including due dates for ordering services such as power, furniture and Wi-Fi. Exact dates differ by show, so copy them from the manual into the team calendar. |
| What should I check the day before? | Check tracking against confirmed arrival dates, make sure the team has the contacts list, and confirm that the packing list is ticked off. |
