Exhibiting at a trade show involves coordinating dozens of moving parts across weeks or even months. Miss one critical detail and you could find yourself scrambling on show day, or worse, turning up unprepared.
This exhibition stand checklist covers everything from booking your space to following up leads after the event. Use it as your exhibition checklist organiser to tick off tasks and keep your event logistics checklist on track.
3-6 Months Before: Strategic Planning
Define Your Objectives
- Identify specific, measurable goals (lead generation, brand awareness, product launches)
- Set targets for number of leads, meetings booked, or sales closed
- Establish your budget including all costs (stand, travel, marketing, staff)
- Determine your key messages and unique selling points
Book Your Exhibition Space
- Research relevant exhibitions for your target audience
- Compare exhibition stand options (shell scheme vs space-only)
- Book your preferred location on the show floor
- Arrange any additional requirements (meeting rooms, storage)
- Confirm all booking forms and payment schedules
Plan Your Stand Design
- Brief your exhibition contractor or internal design team
- Request design concepts and 3D visuals
- Consider traffic flow and visitor engagement points
- Plan for product display areas and meeting spaces
- Approve final designs and place orders
Organise Key Services
- Order electricity and internet connections
- Book furniture hire (counters, seating, storage)
- Arrange lighting upgrades if required
- Book any AV equipment or technology needs
- Confirm installation and dismantling times with venue
6-8 Weeks Before: Marketing and Logistics
Pre-Show Marketing
- Update website with exhibition details and stand number
- Send email campaigns to existing customers and prospects
- Post on social media platforms announcing your attendance
- Book any pre-show meetings with key customers
- Order promotional materials and giveaways
- Create a show hashtag and encourage team to use it
Graphics and Printing
- Finalise all graphics and printing for your stand
- Order business cards, brochures, and product literature
- Print banners, posters, and promotional signage
- Arrange collection or delivery to venue
- Keep digital backup copies of all artwork
Staff Planning
- Select team members to work on the stand
- Book accommodation near the venue
- Arrange travel for all staff members
- Order branded clothing or uniforms
- Schedule staff rotas to ensure adequate coverage
- Plan briefing session before the event
Lead Capture
- Set up your lead capture system (app, forms, business cards)
- Create qualification criteria for leads
- Prepare iPads or tablets if using digital capture
- Test all technology thoroughly
- Brief team on lead capture process
2-4 Weeks Before: Final Preparations
Confirm All Bookings
- Reconfirm stand build with contractor
- Check furniture and equipment hire confirmations
- Verify electricity and internet bookings
- Confirm staff accommodation and travel
- Review venue regulations and health & safety requirements
Order Supplies
- Stock up on business cards and literature
- Order giveaways and promotional items
- Purchase refreshments if providing them on stand
- Buy emergency supplies kit items
- Arrange delivery of all items to venue or hotel
Technology Prep
- Charge all devices (laptops, tablets, phones)
- Download any apps or software needed offline
- Test presentations and video content
- Prepare product demonstrations
- Back up all files to cloud storage
Staff Training
- Hold briefing session covering objectives and key messages
- Train team on lead capture process
- Practice product demonstrations
- Assign specific roles (greeter, closer, demonstrator)
- Share venue map and logistics information
- Provide emergency contact numbers
1 Week Before: Last-Minute Checks
Documentation
- Print exhibitor passes and parking permits
- Bring copies of all booking confirmations
- Pack venue maps and show guide
- Include emergency contact list
- Prepare staff schedule and rota
Stand Materials
- Confirm delivery schedule with contractors
- Review installation plan and timing
- Check you have keys/access codes for storage
- Verify dismantling arrangements
- Confirm collection of hired equipment
Marketing Materials
- Count brochures and literature to ensure sufficient stock
- Check quality of all printed materials
- Pack promotional items and giveaways
- Prepare competition entry forms if running promotions
- Bring additional business cards
Final Team Briefing
- Share final schedule and logistics
- Remind team of objectives and targets
- Review dress code and appearance standards
- Discuss lead qualification criteria
- Confirm emergency procedures
Pack Your Exhibition Kit: Essential Items
Technology
- Laptop/tablet with chargers
- Phone chargers and power banks
- Extension leads and multi-plug adapters
- HDMI cables and connectors
- USB sticks with backup files
- iPad/tablet for lead capture
Stationery and Office Supplies
- Pens and markers
- Notepad and sticky notes
- Sellotape and double-sided tape
Stand Maintenance
- Cleaning cloths and spray
- Bin bags
- Hand sanitiser
- Spare batteries
- Torch or phone light
Marketing Materials
- Business cards (plenty of them)
- Brochures and product literature
- Price lists and spec sheets
- Promotional giveaways
- Competition entry forms
- Branded bags or carriers
Comfort and Hospitality
- Bottled water and refreshments
- Mints or sweets
- Paracetamol and first aid basics
- Comfortable shoes
- Jacket or layers (venues can be cold)
Emergency Kit
- Sewing kit for clothing repairs
- Stain remover pen
- Spare tights/socks
- Breath mints
- Plasters
- Phone charger leads
During the Event: Daily Checklist
Morning Setup
- Arrive early to check stand condition
- Switch on all technology and lighting
- Ensure literature is well-stocked and tidy
- Check all displays are secure and clean
- Brief team on the day’s priorities
- Review any scheduled meetings
Throughout the Day
- Regularly tidy and restock literature
- Charge devices as needed
- Take breaks to stay fresh and energised
- Capture leads consistently and accurately
- Take photos and videos for social media
- Network with neighbouring exhibitors
End of Day
- Secure valuable items in locked storage
- Switch off equipment to save power
- Restock materials for next day
- Review leads captured and log in system
- Debrief team on successes and challenges
- Plan any adjustments for following day
Post-Event: Follow-Up and Analysis
Immediate Actions (Within 24 Hours)
- Send thank you emails to hot leads
- Upload all leads to CRM system
- Back up photos and videos from event
- Share social media highlights
- Thank your team for their efforts
Within One Week
- Contact all qualified leads with personalised messages
- Send promised information or quotes
- Schedule follow-up calls or meetings
- Write and send post-show email to all contacts
- Post event recap on website and social media
Within Two Weeks
- Analyse lead quality and conversion potential
- Calculate ROI against objectives
- Gather team feedback on what worked/didn’t work
- Review what competitors were doing
- Document lessons learned for future events
Logistics and Admin
- Return hired equipment on time
- Chase any outstanding invoices
- File all receipts and expenses
- Update exhibition database with contacts
- Store stand materials properly for next use
Event Logistics Checklist: Contractor Coordination
When working with exhibition contractors, use this event logistics checklist to ensure smooth coordination:
Pre-Event
- Share detailed brief including objectives and requirements
- Provide brand guidelines and logos in correct formats
- Confirm delivery address and access times
- Share venue contact details and site plan
- Clarify who’s responsible for each element
Build Day
- Confirm contractor arrival time
- Be available for any questions during build
- Check stand against approved designs
- Test all technology and lighting
- Sign off on completed installation
Show Days
- Have contractor emergency contact number
- Know process for reporting faults or damage
- Understand what on-site support is available
- Keep contractor informed of any issues
Breakdown
- Confirm collection time and logistics
- Remove your items before dismantling begins
- Check nothing is left behind
- Confirm safe storage or disposal of materials
- Provide feedback to contractor
Budget Tracking Checklist
Keep tabs on all costs with this financial event logistics checklist:
- Exhibition space rental
- Stand design and build
- Graphics and printing
- Furniture and equipment hire
- Electricity and internet connections
- Staff travel and accommodation
- Marketing and promotional materials
- Giveaways and competition prizes
- Catering and hospitality
- Lead capture technology
- Freight and logistics
- Insurance
- Contingency fund (10% of total budget)
Common Mistakes to Avoid
Poor Planning
- Leaving everything until the last minute
- Not reading venue regulations
- Underestimating setup and breakdown times
- Failing to test technology beforehand
Inadequate Preparation
- Running out of business cards or literature
- Not training staff properly
- Forgetting essential items like chargers
- No clear lead capture process
Stand Management
- Allowing stand to look messy or unstocked
- Staff spending time on phones or eating on stand
- No one greeting visitors promptly
- Blocking stand entrance with staff conversations
Follow-Up Failures
- Waiting too long to contact leads
- Sending generic rather than personalised messages
- Not measuring ROI or success metrics
- Failing to learn from the experience
Customise This Exhibition Stand Checklist
This exhibition checklist organiser covers the essentials, but every event is different. Customise this list based on:
- Your specific exhibition goals
- The type of stand you’re using (shell scheme vs custom build)
- Size of your team
- Technical requirements
- Budget constraints
Create your own master checklist document and update it after each event with lessons learned. The more you refine your exhibition stand checklist, the smoother your future events will run.
Professional Support for Stress-Free Exhibitions
Even with the most comprehensive exhibition stand checklist, managing everything yourself can be overwhelming. That’s where experienced exhibition contractors make the difference.
At Full Circle Events, we handle the complex event logistics checklist so you can focus on what matters, engaging with visitors and generating leads. Our comprehensive services include:
- Complete stand design and build
- Project management from start to finish
- Graphics and printing production
- Installation and breakdown at venues across the UK
- Furniture and equipment hire
- Technical support throughout your event
Our Show Ready service provides a complete, hassle-free package that takes care of every detail on this exhibition checklist organiser. We work with exhibition organisers and exhibitors nationwide, managing logistics so you can concentrate on making your exhibition a success.
