Trade Show Preparation Checklist

Best Practice Trade Show Preparation Checklist

Here's On-Target's comprehensive checklist for preparing for a trade show:

Pre-Show Preparation

1. Define Objectives

   • Set clear goals (e.g., lead generation, brand awareness, networking).

2. Budget Planning

   • Determine your budget for the event, including booth space, travel, accommodation, marketing materials, and promotional items.

3. Booth Reservation

   • Reserve your booth space early and confirm all details with the event organizer.

4. Booth Design and Layout

   • Design an attractive and functional booth.
   • Order or prepare displays, banners, furniture, and any interactive elements.
   • Arrange for shipping and logistics of booth materials.

5. Marketing Materials

   • Prepare brochures, business cards, product catalogs, and other handouts (Both Digital & Print)
   • Create clean & clear digital presentations, videos, and demo materials.

6. Promotional Items

   • Order branded giveaways and promotional items.

7. Staffing

   • Select and train your booth staff.
   • Plan staff schedules and responsibilities during the show.
   • Clarify the top 3 messages to be communicated, no more than three, or the clarity of your message will suffer.

8. Pre-Show Promotion

   • Announce your participation on your website, social media, and newsletters.
   • Schedule email campaigns and social media posts.
   • Arrange meetings with key clients, prospects, and partners.

9. Lead Collection System

   • Set up a system for collecting and managing leads (e.g., lead forms, business card scanners, or mobile apps).

10. Travel and Accommodation

    • Book travel and accommodation for your team.
    • Arrange transportation of booth materials if necessary.

During the Show

1. Booth Setup

   • Arrive early to set up your booth and ensure everything is in place.
   • Test any electronics, displays, and interactive elements.

2. Engage Visitors

   • Greet and engage visitors actively.
   • Offer live demos or interactive experiences.
   • Distribute marketing materials and promotional items.

3. Collect Leads

   • Use your lead collection system to gather visitor information.
   • Qualify leads and note any important details or follow-up actions.

4. Network

   • Attend seminars, workshops, and networking events.
   • Connect with other exhibitors and potential partners.

5. Social Media Updates

   • Post live updates, photos, and videos on social media.
   • Use event hashtags to increase visibility.

Post-Show Follow-Up

1. Lead Follow-Up

   • Follow up with leads promptly via personalized emails or calls.
   • Send thank-you notes to key contacts and clients.

2. Evaluate Performance

   • Assess whether you met your objectives.
   • Gather feedback from your team and analyze what worked well and what didn't.

3. Update CRM

   • Enter collected leads and information into your CRM system.

4. Review Budget

   • Review your spending against the budget and analyze the return on investment (ROI).

5. Plan for Future Events

   • Use insights and feedback to refine your strategy for future trade shows.
   • Start planning early for your next event.