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Trade show client checklist
Preparing a thorough trade show checklist is an essential part of succeeding at the event.
Print this PDF for a handy checklist to market your business at a trade show cost effectivly.

Entering the exhibition
Request Info & Application Materials for Exhibitors.
Discuss & coordinate the exhibition outline andregulations with all involved company departments.
Make an overall budget calculation for the event
including costs from organizer (participation, air/electricity/water, etc.) handling of exhibts,
travel & accomodation, costs for booth staff,Insurances, promotion and most important, design,planning and production of your trade show booth.
Decide on possible booth size, shape and location.

Fill out application forms and pay the entry-fee.

Key aspects of your event concept
What are your main goals for this event?
・making new contacts
・maintain existing business relations
・image cultivation & representation
・market evaluation / finding target audience
・presentation of new products
・sales・public relations
How do you want to exhibit?
・focus on demonstration of sample products,innovations, market entry products
・focus on ambiente and booth environment,
creating a relaxed athmosphere for businessconversation with catering & lounge, presentationof product mainly through print visuals
・focus on outstanding design, maximum visibility
and contrasting to competitors

Deadline

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Trade show client checklist
Handling of exhibits
Number and size of exhibits
Transport, packing, insurance, customs handling
Tools for setup and dismantling, onsite repairs
Request supply of electricity, air, water, oil
Consumable materials (anchor bolts, fuses, tec.)
Cleaning materials
Check event safety regulations, test run

Booth staff
Appoint a person in charge for the exhibition project
Detailed staff briefing, if necessary training toimprove presentation and promotional skills
Arrangement of accomodation and flights,
travel insurance, working mobile phones
Narrator for presentation & booth companions
decide on a dresscode for consistent appearance
Translator, foreign events often require translatorswith specific technical on-topic knowledge
Make a participation list with replacement staff
in case of emergency or sickness
Bilingual business cards

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Trade show client checklist
Booth equipment
Advertising material:
flyers, brochures, giveaways, pins, press-release sets,
Popup displays,Catering & kitchen equipment:easy to clean tableware (cups, plate, forks, picks...)napkins, bottle opener, coffee maker, workspace
drinks, snacks, regional products from your countrycatering staff, cleaning material, waste disposal
Presentation material:
production and delivery of visual presentations
and movies adjusted to the specifications of thebooth’s AV equipment, localized

Booth production
Study the exhibition manual carefully!
Request a booth layout / 3D design & a quotation
based on these important factors:
your budget
booth area and surrounding exhibitors/competitors
construction regulations, height limitations, etc.
size and amount of your exhibits + connections
your company’s Corporate Idendity guideline
venue schedule for setup & take-down
signage: logos, fascia, poster prints, etc
furniture: meeting area, Info-counter, stools, etc.
decoration: plants, light-shows, popup-displays, etc.
Get approval for the booth design from the organizer
and place the order with your booth constructor.
Fill out all the necessary order forms:
Electricity, Water, Anchor bolts, stand cleaning, etc.
and submit them before the deadline

Deadline

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Trade show client checklist
Promotion
Promote your participation in an exhibition
on your homepage,
through publications in professional journals
press releases & conferenceby sending invitations to your clients andpersons of interests

Evaluation & Postprocessing
Evaluate your participation according to your target
for this event through the:number of visitors to your booth
number of serious business conversations madeamount of promotion and Info material handed outnumber of achieved contracts or sales
number of new established contacts
appearance in press and media
performance of your staff
overall reception by visitors and your staff

Postprocess the received business contacts
and inquiries and make sure they get attended
in time by the right person.
If you are satisfied with your participation in thecurrent event, you might want to consider
participating in next years event.
Early birds usually receive discounts by signingup shortly after.
As the saying goes:“After the show is before the show!”
We wish you a successful show!

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