12 Months Out
☐ Determine trade show participation
☐ Decide how trade shows fit into your marketing strategy
☐ Select space, determine size of footprint
☐ Read contract carefully, taking note of due dates, payment terms, etc.
☐ Send in space application and first payment
☐ Prepare your budget
6 Months Out
☐ Determine exhibit needs and objectives
☐ Select primary vendors (exhibit house, transportation company, installation/dismantle supplier)
☐ Review existing exhibit, design new or upgrade
Four Months Out
☐ Develop your sales plan
☐ Identify trade show promotions and/or giveaway items
☐ Produce trade show literature and marketing materials
☐ Develop exhibit floor plan
☐ Produce exhibit needs, refurbishments, additions
☐ Finalize new exhibit design
Two Months Out
☐ Carefully read exhibitor manual
☐ Plan in-booth audio visual programs and presentations/demonstrations
☐ Make airline, hotel and car reservations
☐ Reserve any additional meeting rooms (hospitality events, press conferences, etc.)
☐ Select catering menus (for hospitality events, press events, etc.)
☐ Submit authorization form if you are using an exhibitor-appointed contractor
☐ Plan in-office pre-show meeting
☐ Produce new trade show booth graphics
☐ Order staff badges
☐ Prepare paperwork and submit orders for
o Carpet and padding
o Furnishings, tables, chairs
o Drayage
o Electrical
o Audio Visual
o Security
o Wi-Fi
o Booth cleaning
o Shipping
o Floral, etc.
o Take advantage of any pre-pay discounts
☐ Develop booth staff briefing packet
☐ Send reminder to upper management about briefing meetings, include agenda.
One Month Out
☐ Review final trade show booth design
☐ Confirm installation/dismantle schedule
☐ Gather display products and literature
☐ Prepare materials for shipping
☐ Set up and hold pre-show briefing meeting to discuss:
o Agenda
o Show purpose/goals
o Demonstrations
o Rehearsals
o Show specials, etc.
☐ Create binder with:
o Copies of all orders and checks for services paid in advance
o Phone numbers of all vendors
o Insurance documents
o Engineering certificate for exhibit
o Shipping manifest
o Return shipping labels
o Additional badge forms
Upon Arrival
☐ Check on freight arrival
☐ Check with hotel about staff reservations, meeting rooms and catering
☐ Find service area, meet electrician and confirm date and time for electrical installation
☐ Supervise booth setup
☐ Hold staff pre-show briefing
During Show
☐ Reserve next year’s space
☐ Conduct daily trade show booth staff meetings
☐ Make arrangements for booth dismantle and shipping
☐ Supervise booth dismantle
☐ Hold staff pre-show briefing
After the Show
☐ Follow up on leads
☐ Send thank-you emails
☐ Start planning the next show
Between shows is a great time to review your face-to-face marketing needs. Our industry experts can help you create and execute the right trade show strategy to reach the goals you’ve set. Give us a call to get the conversation started or drop us an email at info@captivateexhibits.com
Best wishes for a successful show!
