The Trade Show Booth Checklist: What to Do, Pack, and Bring

Almost every trade show problem we see traces back to something that was not done early enough, or something that was not in the crate. This is the checklist we give exhibitors — organized by when it needs to happen.

Eight weeks out

• Read the exhibitor manual, all of it. Note every deadline in a calendar immediately. Advance-order pricing on electrical, labor, and rigging is significantly cheaper than on-site pricing, and the deadlines are firm.
• Confirm your booth type and dimensions. Linear, peninsula, or island — this determines your height limits and whether hanging signs are permitted at all. See our Chicago venue guide for how these rules work in practice.
• Confirm your display fits. Not just the footprint — the height limits too. Verify against the manual, not against what fit last year at a different show.
• Start artwork. Design and approval takes longer than anyone plans for. Our artwork setup guide covers the specifications.
• Book travel and hotels. Rates near major venues climb steeply as the show approaches.

Six weeks out

• Approve graphics and send to production. Build in time for a proof and one revision round.
• Reserve rental items. If you are renting a display, furniture, or AV, popular configurations book out during peak season.
• Order electrical, internet, and rigging. Beat the advance deadline.
• Order labor if your booth requires union installation.
• Plan your lead capture. Decide the mechanism and, critically, who follows up and how fast. Most trade show ROI is lost in the two weeks after the show, not at the show.

Three to four weeks out

• Ship to the advance warehouse. Cheaper and far lower-risk than shipping direct to show site. Confirm the cutoff date.
• Label everything. Every case, with company name, booth number, and show name. Inside and outside.
• Photograph the packed crate. Both as a repacking reference and as evidence of condition if freight damages something.
• Do a dry-run setup if the display is new to your team. Discover the missing part in your warehouse, not on the show floor.
• Brief your booth staff. Opening question, qualifying questions, who handles what. Untrained staff on their phones is the most common reason a good booth underperforms.

The week before

• Confirm freight arrived at the warehouse
• Print and pack all paperwork — shipping receipts, service orders, booth confirmation, exhibitor manual
• Charge every device; pack chargers and a power bank
• Reconfirm move-in times and your target arrival
• Send a "come see us at booth #___" note to your customer list

What goes in the crate

• Display hardware and graphics, in a proper shipping case
• Lights and their mounting hardware
• Flooring if you are supplying your own
• Counter or podium, plus anything stored inside it
• Literature rack and printed materials — ship fewer than you think; most gets recycled
• Table throw, folded, not crushed
• Product samples or demo equipment

The show-day kit — pack this separately, carry it yourself

This is the difference between a small problem and a ruined morning. Never put it in freight.

• Gaffer tape and double-sided tape
• Zip ties and scissors
• Multi-tool or small screwdriver set
• Power strip and extension cord (venue drops are never where you want them)
• Spare bulbs or LED units
• Lint roller and a microfiber cloth — fabric graphics attract dust in transit
• Steamer or wrinkle spray for fabric graphics and throws
• Business cards, pens, notepad
• Phone chargers, power bank
• Basic first aid, pain relievers, hand sanitizer
• Snacks and a water bottle — the show floor is dehydrating and food lines are long
• Comfortable shoes. Not new ones. Concrete floors for ten hours.

Setup day

• Arrive early — the first hour of move-in is far calmer than the last
• Locate your freight before you start assembling anything
• Inspect graphics for transit damage immediately; the earlier a problem is found, the more options exist
• Build the backwall first, then lighting, then furniture and product
• Stand in the aisle and look at your booth from 20 feet away — then fix what you notice
• Stow all cases per venue rules; visible empty crates ruin an otherwise good booth

Before you leave the hall

• Photograph the finished booth before the show opens, while it is pristine. You will want these images all year.
• Back up lead data before dismantling anything
• Repack properly — roll rigid panels, never fold them
• Note any damage or missing parts now, while you remember
• Complete outbound shipping paperwork before you head to the airport

The week after

This is where the return on the entire investment is won or lost. Follow up on leads within 48 hours while you are still a specific memory rather than one booth among four hundred. Then debrief honestly: what pulled people in, what did not, what you would change. Write it down while it is fresh — next year's planning starts with that note.

Exhibiting in Chicago and want a second pair of eyes on the plan? Get in touch — we are twenty minutes from O'Hare and we do this every week.