Trade Show Booth Checklist: What to Order, Pack and Plan

A good trade show booth starts 8 to 12 weeks before the doors open. Most problems on show day, like a missing banner, the wrong table size or a display that arrives too late, come from ordering late or skipping the venue rules. Use this trade show booth checklist to plan, order and pack in the right order, from reading the exhibitor manual to following up on leads.

8 to 12 weeks out: plan and read the rules

• Confirm your booth size and type (inline, corner, island) and whether the venue provides a table, carpet or pipe-and-drape.
• Read the exhibitor manual. Look for height limits, rules about overhead signs, fire-safety requirements for fabric, and freight and move-in times.
• Set a goal for the show: leads collected, orders written, demos given. It decides what your booth needs.
• Decide on your main display: a printed back wall, a fabric backdrop, a roll-up banner, or a branded canopy for outdoor expos. Our trade show booth design tips help you plan a booth people walk into.
• Gather your logo files and brand colors. See our guide to print-ready logo files.

6 to 8 weeks out: order printed items

Custom displays are made to order, so this is when to place orders.

• Backdrop or display (fabric backdrop, roll-up banner, back wall).
• Table cover that fits the venue’s table size. See table cover sizes.
• Tall roll-up banners at the aisle corners so you can be found from across the hall.
• Banners and flags for your booth edges or the entrance.
• Branded apparel so your team is easy to spot.
• Giveaways like custom keychains.

With us, booths and displays go like this: send your request, we confirm your price within 3 business days, you pay, and we design it with you. Then plan on:

Item	Typical timing after you approve your final design and pay
Fabric backdrops, roll-up banners, table covers, booths	About 1 to 2 weeks after you approve your final design
Banners and table covers	About 2 weeks
Flags	About 1 week
Apparel	About 1 to 2 weeks

Put the show date in as your “need by” date so we can tell you up front what’s possible. Leave a few extra days for proof changes, and plan to receive everything before you leave for the show, not at the venue, unless the exhibitor manual explains how advance shipping works.

2 to 4 weeks out: prep everything else

• Book travel and lodging, and confirm move-in and move-out times.
• Order or print literature, price sheets, order forms and business cards.
• Set up lead capture: a sign-up sheet, tablet form or badge scanner from the show.
• Plan a simple offer (show-only discount, giveaway entry) to give people a reason to stop.
• Do a test setup of your display at home or in the office, and take photos so setup day is faster.

Packing list

Booth and display

• Display, backdrop or banners, plus their stands, poles and bags
• Table cover
• Hanging sign hardware (if used)
• Lighting and extension cords, power strips (check venue rules)

Toolkit

• Zip ties, clips, gaffer tape, scissors, box cutter
• Velcro strips and safety pins
• Small step stool
• Cleaning wipes and a lint roller

Sales

• Product samples and demo units
• Literature, price sheets, order forms, business cards
• Card reader, phone chargers, battery pack
• Lead capture tools

Comfort

• Water and snacks
• Comfortable shoes and a mat if allowed
• Mints, hand sanitizer, a spare shirt

Setup day

• Arrive early and check in with show services.
• Set the backdrop first, then the table, then products and signs.
• Hide boxes and bags under the table cover.
• Walk the aisle and look at your booth from 20 feet away. Can you tell what you sell in three seconds?
• Check that nothing blocks the aisle and that cords are taped down.
• Take photos for social media and for next year’s setup.

After the show

• Follow up with leads within a few days, while they still remember you.
• Note what worked, what people asked about, and what you ran out of.
• Clean and dry your displays before storing them, and keep hardware in labeled bags.

Exhibiting outdoors? A branded pop-up canopy with a printed back wall works for outdoor expos and fairs. Weight every leg and follow the event’s wind rules.

FAQ

How far in advance should I order trade show displays?

Six to eight weeks ahead for large printed displays and booths, which take about 1 to 2 weeks after you approve your final design and pay. Banners and table covers about 1 week (flags too), so they can be ordered closer to the show.

What do I need for my first trade show?

A main display or backdrop, a table cover, signage that says what you do, literature or business cards, lead capture, and a basic toolkit.

Do trade shows provide tables?

Many do, but not all. Check the exhibitor manual and ask the table size before you order a table cover.

What makes people stop at a booth?

A clear message they can read in seconds, an open, welcoming front, and a reason to talk, like a demo, sample or show offer.