Get exact dimensions, ceiling height, and floor plan from event organizers.
Include design, production, shipping, installation, and storage costs.
Pop-up, modular, banner stands, custom booth—depends on budget and reusability needs.
Gather brand assets, determine key messages, and plan visual hierarchy.
• Book design services early—rush fees can be significant
• Consider what you'll do with displays after the show
• Get quotes from multiple vendors for comparison
Get sign-off from all stakeholders. Changes after production begins are costly.
Ensure compatibility with your graphics. Some systems require specific print sizes.
Research advance warehouse deadlines and show site delivery windows.
Complex booths often require certified labor arranged through the venue.
Inspect all graphics for print quality, color accuracy, and correct sizes.
Use original cases, add padding, and label all boxes clearly.
Most shows have a deadline 1-2 weeks before the event.
Bring extra banner stands, business cards, and promotional items.
• Always insure your shipment—lost displays are a disaster
• Include your cell phone number on shipping labels
• Keep one carry-on with essential graphics as backup
Scissors, box cutter, tape (gaffer, double-sided, painter's), zip ties, velcro.
Microfiber cloths, glass cleaner, lint roller.
Extra grommets, bungee cords, clamps, touch-up markers.
Setup instructions, exhibitor kit, venue contact info, shipping BOLs.
Document any issues for insurance or warranty claims.
Remove dust, roll fabric banners graphic-side out, store flat if possible.
Note anything that needs repair or replacement before next show.
What worked? What needs improvement for next time?
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