MYS Blog

Trade Show Essentials: The All-Inclusive Checklist for Exhibitors

See our tips for success when exhibiting at your upcoming trade show, now updated with a downloadable checklist.

Written by Tony Kruessel, Senior Exhibitor Advertising Manager at Map Your Show

Are you preparing to attend your first trade show? Have no fear. We've created the ultimate trade show exhibitor checklist for success. From pre-show planning, booth design and layout, promotional materials, and giveaways to staffing your booth - this checklist has it all covered. It's time to take on the challenge of exhibiting at a trade show with confidence knowing that you have everything prepared thanks to our comprehensive list. Use this handy guide as your go-to resource in order to make sure nothing is missed so that you can be successful while participating in any upcoming shows or exhibitions.


Table of Contents:

  • Pre-Show Planning
  • Booth Design and Layout
  • Promotional Materials and Giveaways
  • Staffing Your Booth
  • Post-Show Follow Up
  • FAQs in Relation to Trade Show Exhibitor Checklist
    • How do you organize a trade show checklist?
    • How do I make an exhibition checklist?
    • What should be included in a trade show booth?
  • Conclusion

Pre-Show Planning

Pre-show planning is essential for a successful trade show experience. Researching the event will help you understand who your target audience is, what type of products or services are being showcased, and any special events (speakers, dinner events, etc.) that may be taking place. This information can help you create an effective marketing strategy to reach potential customers.

Set goals and objectives before attending the show. What do you want to accomplish? Are you looking to increase brand awareness, generate leads, or make sales? Setting clear goals will help guide your decisions throughout the show and measure success afterward.

Creating a budget should also be part of pre-show planning. Consider all costs associated with attending such as booth space rental fees, promotional materials, giveaways, travel expenses for staff members, etc., so that there are no surprises during or after the event. Allocating funds in advance helps ensure that everything runs smoothly onsite and keeps costs within reason


Booth Design and Layout

When it comes to booth design and layout, there are a few key steps that need to be taken in order to ensure success. The first step is choosing the right booth space. It’s important to consider factors such as size, location, lighting, and access when selecting your booth space. Once you have chosen an appropriate space for your needs, then you can begin designing the layout of your booth.

The goal of any good booth design should be to draw attention and make sure that visitors remember what they saw at your stand after leaving the event. To achieve this goal, use bright colors or eye-catching visuals like banners or displays with product images or logos on them. You may also want to include seating areas where visitors can take a break from walking around the show floor and learn more about what you have to offer in a comfortable setting.

Finally, prepare graphics and signage for your booth so that people know who you are before they even enter it. This could include things like large banners with company logos or slogans printed on them; signs featuring product information; flyers containing special offers; or even giveaways such as t-shirts with branded designs on them. All these elements will help create an inviting atmosphere while giving potential customers all the information they need about what you have available at the show.


Promotional Materials and Giveaways

Promotional Materials: Developing promotional materials such as flyers, brochures, or business cards is a great way to attract visitors to your booth. Flyers should be designed with eye-catching visuals and easy-to-read text that quickly communicates the key benefits of your products or services. Brochures can provide more detailed information about what you offer and how it can help customers. Business cards are essential for networking at events; they should include your company’s logo, contact information, and any relevant social media accounts.

Select Giveaways or Freebies: Offering giveaways or freebies at an event is a great way to engage potential customers and generate interest in your company’s offerings. Popular items may include branded t-shirts, mugs, pens, hats, notebooks,, water bottles—the list goes on. Consider giving away something that will remind people of your brand long after the show has ended. Even if the item seems simple, these are the things that have the most potential. For example, MYS is known for its pens. People have used them across the world!

Abby Ingraham holding an MYS pen at the 2022 Big 5 Exhibition in Dubai.

*Photo: Abby Ingraham holding an MYS pen at the 2022 Big 5 Exhibition in Dubai.


Having samples of your product available for visitors to try out can be a powerful tool for generating sales leads at trade shows. If possible, consider setting up demonstrations so attendees can get hands-on experience with the product before making their purchase decision. If you provide a service, create a video to loop during the show! This helps to create trust between you and potential customers by showing them exactly how the product works in a real-life scenario.


Staffing Your Booth

When staffing your booth, it is important to have employees who are knowledgeable about the product and enthusiastic about representing your company. It’s also essential to provide them with training on product knowledge and sales techniques so they can effectively engage with customers. This will ensure that they are able to answer customer questions accurately and confidently when interacting with potential buyers at the event. You may want to consider creating an informational packet outlining key points such as features of products, pricing information, etc., which can be used during training sessions prior to attending the show. Finally, make sure you plan for breaks and meals throughout the day so that staff members stay energized while working long hours at the show.

💡 Key Takeaway: It is essential to provide staff with training on product knowledge and sales techniques, as well as plan for breaks and meals throughout the day so that they stay energized. This includes: - Recruiting employees who are knowledgeable about the product - Training on product knowledge and sales techniques - Planning for breaks and meals


Post-Show Follow-Up

Post-Show Follow-Up is an important part of any trade show or event. It’s the last step in making sure that your efforts are rewarded and that you get the most out of your investment. After the show, it’s time to collect contact information from those who visited your booth, send thank you notes and analyze results.

Collect Contact Information: Collecting contact information from visitors at your booth is essential for follow-up after a trade show or event. Make sure to capture names, email addresses, phone numbers, and other relevant data points so that you can reach out with more information about products or services they may be interested in.

Send Thank You Notes: Sending thank you notes to those who visited your booth shows them that their time was appreciated and encourages them to stay engaged with your company long after the event has ended. Personalize each note as much as possible by mentioning something specific they discussed with one of your staff members during their visit.

Analyzing results helps determine if goals were met during the event and provide insight into what worked well and what could have been improved for future events. Take some time to review feedback collected from customers while at the show as well as sales figures before deciding on changes for next year's strategy. This will help ensure that your efforts are rewarded and that you get the most out of your investment in trade shows or events. 


FAQs in Relation to Trade Show Exhibitor Checklist

How do you organize a trade show checklist?

Organizing a trade show checklist is an important step in preparing for a successful event. Start by creating a list of all the tasks that need to be completed, from pre-show planning to post-show follow-up. Consider including items such as reserving space, ordering promotional materials, scheduling speakers and vendors, setting up displays and booths, advertising the event, and arranging catering services. Once you have your list of tasks ready, prioritize them according to their importance and urgency. Set deadlines for each task so that everything gets done on time. Finally, assign responsibilities to team members or delegate tasks if needed; this will help ensure that everyone is aware of what needs to be done before the show starts.

How do I make an exhibition checklist?

Creating an exhibition checklist is a great way to ensure that all the necessary tasks are completed before, during, and after your exhibition. Start by making a list of all the items you need for your show such as artwork, display materials, promotional materials, and any other items needed. Then create a timeline for each task that needs to be done prior to the event including ordering supplies, setting up displays, and marketing activities. Finally, ensure to include post-event tasks such as cleaning up the space and safely packing away materials. Following this checklist will help ensure everything runs smoothly on exhibition day.

What should be included in a trade show booth?

A trade show booth should include a visually appealing display that draws attention and showcases the company's products or services. This could include banners, posters, product samples, video displays, interactive activities, and more. Additionally, staff members should be present to answer questions and provide further information about the company. A well-designed booth will help create an inviting atmosphere for potential customers while also providing them with useful information. Finally, brochures or other materials can be distributed to visitors so they can take away something tangible from their experience at the booth.




By following this trade show exhibitor checklist, you can ensure that your next trade show is a success. From pre-show planning to post-show follow-up, having a plan in place will help you make the most of your time and resources at the event. With careful preparation and attention to detail, you can create an engaging booth experience for attendees and maximize your return on investment.

Are you a trade show exhibitor who needs help staying organized? Are you overwhelmed with all the tasks and details that go into planning for an upcoming event? Look no further! MYS is here to provide a comprehensive checklist of everything needed to ensure your next exhibit runs smoothly. With our step-by-step guide, you can make sure nothing gets overlooked so that you can focus on what matters most: connecting with customers and generating leads. Let us help simplify the process – try out MYS today!