Trade Show Display Planning Checklist

Confirm booth size and location

Get exact dimensions, ceiling height, and floor plan from event organizers.

Set budget for display graphics

Include design, production, shipping, installation, and storage costs.

Determine display type needed

Pop-up, modular, banner stands, custom booth. Depends on budget and reusability needs.

Begin design process

Gather brand assets, determine key messages, and plan visual hierarchy.

Finalize and approve designs

Get sign-off from all stakeholders. Changes after production begins are costly.

Order display hardware

Ensure compatibility with your graphics. Some systems require specific print sizes.

Arrange shipping logistics

Research advance warehouse deadlines and show site delivery windows.

Book installation services if needed

Complex booths often require certified labor arranged through the venue.

Production complete and QC checked

Inspect all graphics for print quality, color accuracy, and correct sizes.

Pack displays carefully

Use original cases, add padding, and label all boxes clearly.

Ship to advance warehouse

Most shows have a deadline 1-2 weeks before the event.

Prepare backup materials

Bring extra banner stands, business cards, and promotional items.

Setup tools

Scissors, box cutter, tape (gaffer, double-sided, painter's), zip ties, velcro.

Cleaning supplies

Microfiber cloths, glass cleaner, lint roller.

Emergency repair kit

Extra grommets, bungee cords, clamps, touch-up markers.

Documentation

Setup instructions, exhibitor kit, venue contact info, shipping BOLs.

Inspect displays for damage

Document any issues for insurance or warranty claims.

Clean and properly store

Remove dust, roll fabric banners graphic-side out, store flat if possible.

Inventory all components

Note anything that needs repair or replacement before next show.

Evaluate effectiveness

What worked? What needs improvement for next time?