Exhibition Preparation Checklist
Successful exhibition preparation should ideally start 3 months before the event. This checklist divides preparation into four phases, from 90 days out to show day, so no important step is missed.
90 to 60 days out (3-2 months before)
- Define your exhibition goal: brand awareness, leads, or direct sales
- Confirm booth size and location with the organizer
- Set the overall budget (booth, staff, promotional materials)
- Start consulting with a booth contractor and request a 3D design
60 to 30 days out (2-1 months before)
- Finalize and approve the booth design
- Sign the contract with the contractor
- Prepare content: graphics, videos, brochures, and giveaways
- Submit electrical requirements and special permits to the venue
30 to 7 days out (1 month to 1 week before)
- Monitor booth production progress at the workshop
- Train booth staff: product knowledge and how to capture leads
- Confirm the loading and build-up schedule with the contractor
- Set up a lead capture system (digital or manual)
3 days out to show day
- Install the booth and run final checks (electrical, AV, cleanliness)
- Brief the team on site before the exhibition opens
- Make sure there is enough stock of promotional materials and giveaways
- Stand by: document the booth and activities for content
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