Plan trade shows without missing critical deadlines

Identify target trade shows and conferences aligned with business objectives. Set measurable goals for lead generation, brand awareness, and event ROI. Define budget constraints and approval requirements. Create initial event calendar for the planning period. Evaluate event audience demographics and competitor attendance.

Submit booth registration before early-bird deadlines to save on costs. Select booth location based on attendee foot traffic and competitor proximity. Confirm power, internet, and display requirements with venue. Process payment and obtain exhibitor credentials and floor plan access.

Request quotes from booth builders, AV equipment providers, and promotional item suppliers. Compare vendor proposals on cost, quality, and delivery timelines. Negotiate contracts and payment terms with selected vendors. Confirm delivery dates align with event setup schedule.

Approve final booth graphics, banners, and display layout. Complete production of printed materials and promotional giveaways. Test product demos, presentations, and interactive displays. Create detailed booth setup instructions for the team. Verify all branded materials meet quality standards.

Assign booth shifts and responsibilities to team members. Train staff on product messaging, demo scripts, and lead capture techniques. Prepare talking points, FAQs, and objection handling guides. Schedule pre-event team briefing. Distribute contact lists, schedules, and emergency procedures.

Schedule shipment of booth materials, displays, and promotional items to venue. Confirm hotel reservations and flight bookings for all attendees. Verify shipping tracking and coordinate delivery confirmation with venue. Prepare contingency plans for delayed deliveries. Create day-of contact sheet for venue staff and vendors.

Arrive at venue during designated setup window. Verify all shipped materials arrived and are in good condition. Test electrical outlets, internet connectivity, and AV equipment. Complete booth arrangement according to design specifications. Conduct final walkthrough with team before show floor opens to attendees.

Staff booth according to shift schedule throughout event days. Engage attendees with product demos and meaningful conversations. Collect contact information and detailed notes on qualified leads. Track daily metrics and adjust engagement approach as needed. Coordinate booth teardown and arrange return shipping for materials.

Send personalized follow-up emails to all leads within 48 hours of event close. Conduct team debrief to identify successes and areas for improvement. Import all leads into CRM with proper tagging and scoring. Calculate cost per lead and projected ROI based on lead quality. Document lessons learned for future trade show planning.