Preparing for the event

Several months out

• Set goals for the event (Getting leads? Making sales? Networking?) to guide your booth plan
• Evaluate your booth design
• Confirm your spot and pay booth fees
• Secure a presentation slot
• Book transportation and lodging

 

A few months out

• Order booth materials as needed (see checklist below)
• Arrange travel
• Order rentals (TVs, furniture, etc.)
• Walk through your booth design and check material placements
• Order company apparel
• Ask questions listed in tips below

 

A few weeks out

• Check your booth location
• Finalize your presentation
• Ship items to the event location
• Announce to your audience that you’ll be at the event
• Plan meetings you want to have at the event
• Review strategy with company staff

For the event

Packing list

Booth materials

• Banners
• Tablecloths
• Signage
• Display stands

 

Promotional items

• Business cards
• Handouts
• Catalogs
• Swag/giveaways

 

Supplies

• Pens
• Tape (duct, masking, etc)
• Extension cords
• Rubber bands
• Safety pins
• Scissors
• Stapler
• Zip-ties
• Multi-tool
• Adapters
• Wire or string
• Baggies

 

Other

• Company apparel
• Electronics
• Presentation on flash drive
• Comfortable shoes
• Name tags
• Hand sanitizer

 

Bring to the event daily

• Snacks
• Drinks
• Jacket
• Change of clothes
• Phone charger
• Notebook
• Cash
• Pain reliever

Immediately after the event

• Follow up on leads and communications
• Debrief with your team
• Check inventory of promotional items and note for future events
• Note any changes you’d like to make for your booth
• Confirm with the organizers that you’d like to attend next year

Event Planning Tips

Questions to ask the organizers before the event

• What size is my booth? What size is the table? What else does it come with?
• Is there pipe and drape? What size banners and pop-ups are allowed/will fit?
• Will there be electric outlets available? How about WiFi?
• What is the expected attendance?
• What are the booth hours?
• Will there be refreshments and food onsite or nearby?

 

Ideas for booth designs

Try mixing flat and vertical elements both on and around your table. And don’t just stick to paper handouts and signage as your only elements—try bringing in other relevant materials, whether that be field guides, sample products, or a small TV with a video or your website on display for visual variety. Just make sure that your look is cohesive and thoughtful, not crowded and mismatched.

 

Pre-event booth walkthrough

Before the event, do a visual walkthrough – either on paper or literally – from an attendee’s perspective. Think about what they see first, how they are enticed, and what actions they may take before they leave the booth. Tweak your booth’s design to guide customers in the directions you want them to go.