The Ultimate 50-Step Trade Show Checklist

Last updated: May 22, 2025

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Trade shows are a great opportunity for businesses to showcase their products, network with industry professionals, and gain valuable insights on new market trends. Preparing for one can be daunting, especially if this is your first trade show. 

Whether you’re an exhibitor, attendee, a trade show organizer, or just someone who is interested in trade shows, this comprehensive guide will walk you through a 50-step checklist to ensure your trade show experience is successful. Like this checklist? You can download your own printable and editable copy for free so you can use it for your own trade show. 

 

What is a Trade Show?

A trade show is an event where companies in a specific industry gather to highlight their latest and most innovative products and services to others within the industry. It is also a space to network with other professionals and learn about the latest market trends. 

These events are typically held in large convention centers and can attract thousands of attendees, including potential customers, industry experts, and media representatives.

Trade shows have been increasing in popularity since 2019 with 2025 trade shows expected to increase from around 13,000 trade shows that happened in 2023. 

 

Why Should You Attend a Trade Show?

Attending a trade show offers various benefits, whether you’re an attendee, exhibitor, or event organizer:

• For Attendees: Discover new products, learn about industry trends, and network with professionals. As an attendee, you can see your industry’s latest innovations and technologies, attend educational sessions, and make valuable connections that can advance your career or business.
• For Exhibitors: Exhibiting at a trade show allows you to showcase your products, generate leads, and build brand awareness. It allows you to present your products or services directly to a targeted audience, gather feedback, and establish relationships with potential customers and partners. In fact, according to the Trade Show Network,  70% of businesses generate new leads and brand awareness through trade shows. 
• For Event Organizers: Trade shows facilitate industry connections, promote innovation, and drive economic growth. They also help bring together key industry players, foster collaboration, and create a platform for businesses to thrive.

 

How Can You Prepare for a Trade Show as a First Time Exhibitor?

Preparing for a trade show can be tedious, especially for first-time exhibitors. Here are some essential steps to help you get ready:

• Research the Event: Understand the event’s audience, layout, and schedule. Knowing the demographics of the attendees, the floor plan, and the timing of key events will help you plan your strategy and maximize your participation.
• Set Clear Goals: Define what you want to achieve, such as lead generation or brand awareness. Specific, measurable objectives will guide your efforts and help you evaluate your success after the event.
• Design Your Booth: Create an attractive and functional booth that stands out. Invest in high-quality graphics, interactive displays, and comfortable seating to draw in visitors and keep them engaged.
• Prepare Marketing Materials: Prepare brochures, business cards, and promotional items. Ensure all materials are professionally designed and communicate your brand message and value proposition. Start early, according to Trade Show Labs,  28% of exhibitors start preparing their marketing strategy 1-2 months before the show. 
• Train Your Team: Ensure you know how to engage with attendees and effectively present your products. Conduct role-playing exercises and provide them with key talking points and FAQs to handle common inquiries.

 

Why Should You Create a Trade Show Checklist?

A trade show checklist is important for staying organized and ensuring you’re not overlooking critical details. Here are some benefits to creating a trade show checklist: 

• For Organizers: With a checklist, you can streamline event planning and ensure all logistics are covered. A checklist helps you keep track of tasks, deadlines, and responsibilities, reducing the risk of last-minute issues.
• For Attendees: You can keep track of sessions, meetings, and exhibitors you want to visit. A checklist ensures you don’t miss important presentations or networking opportunities and helps you manage your time effectively.
• For Exhibitors: A checklist helps you stay organized, reduces stress, and fully prepares you to make a strong impression. It will ensure you have all materials, equipment, and preparations completed. 

 

Pre-Show Checklist

It is important to make sure you’re thoroughly prepared before a trade show. Preparing a pre-show checklist will ensure you’re not missing out on any details: 

For Trade Show Exhibitors:

• Set Goals: Define your objectives for the event. Determine what you want to achieve, such as generating a specific number of leads, launching a new product, or increasing brand awareness.
• Design Booth: Create an eye-catching and functional booth. You should invest in high-quality graphics, interactive displays, and comfortable seating to attract and engage visitors.
• Prepare Event Marketing Materials: Prepare brochures, business cards, and promotional items.

Whova provides unique event flyer designs you can customize! 

• Ensure all materials are professionally designed and clearly communicate your brand message and value proposition.
• Train Staff: Ensure your team is well-prepared to engage with attendees. Conduct role-playing exercises and provide them with key talking points and FAQs to handle common inquiries.

 

For Trade Show Organizers:

• Plan Layout: Design the event layout and allocate booth spaces. Ensure the floor plan is logical and easy to navigate, with high-traffic areas for key exhibitors.
• Coordinate Logistics: Arrange for equipment, signage, and other necessities. Ensure all logistical details, from AV equipment to security and cleaning services, are covered.
• Promote the Event: Use social media, email marketing, an event website, and other channels to attract attendees and exhibitors. Create a comprehensive exhibitor prospectus to generate buzz and drive registrations.

Whova’s integrated event website updates in real-time as you add event information!

• Prepare Registration: Set up an efficient registration process for attendees and exhibitors. 
• Ensure that the registration system is user-friendly and that all necessary information is collected.

 

For Trade Show Attendees:

• Research Exhibitors: Identify the companies and products you want to see. Review the exhibitor list and prioritize the booths you want to visit.
• Plan Schedule: Schedule sessions, meetings, and booth visits. Use the event agenda to plan your time effectively and ensure you don’t miss any important presentations.
• Prepare Questions: Prepare a list of questions for exhibitors and speakers. Think about what you want to learn and ask thoughtful questions to get the most out of your interactions.
• Pack Essentials: Bring business cards, a notebook, and comfortable shoes. Ensure you have everything you need to make a professional impression and stay comfortable throughout the event.

 

For Everyone:

• Set Objectives: Define what you want to achieve at the trade show. Whether you’re looking to network, learn, or promote your business, having clear goals will help you stay focused.
• Network: Plan to meet with industry professionals and potential partners. Identify key contacts and schedule meetings in advance to maximize your networking opportunities.
• Stay Informed: Keep up with event updates and changes. Follow the event’s social media channels and check your email for important announcements.
• Prepare Travel Arrangements: Book your travel and accommodation in advance. Ensure you have all necessary reservations and arrive on time for the event.

 

During Show Checklist

It is important to stay focused so you can make the most of your time during a trade show. Here are some actionable steps for exhibitors, organizers, and attendees:

For Trade Show Exhibitors:

• Engage with Attendees: Make sure you’re actively engaging with visitors to your booth. Greet attendees warmly, ask open-ended questions, and listen actively to understand their needs.
• Demonstrate Products: Showcase your products and services effectively. Use live demonstrations, interactive displays, and hands-on experiences to capture attention and generate interest.
• Collect Leads: Remember to gather contact information from potential customers. You can use lead retrieval software, business cards, and sign-up sheets to collect valuable contact details.

Check out Whova’s lead retrieval app allowing exhibitors to easily collect leads!

• Monitor Competitors: Monitor your competitors’ activities. Visit their booths, observe their presentations, and note their strategies and offerings.

 

For Trade Show Organizers:

• Ensure Smooth Operations: Monitor the event to ensure everything runs smoothly. Ensure you have staff that walk the floor regularly, check in with exhibitors, and address any issues promptly.
• Assist Exhibitors: Make sure your team is available to answer questions, resolve problems, and offer assistance with logistics and setup.

Easily keep exhibitors up to date as an event organizer by messaging them with Whova’s exhibitor announcements and chatroom! 

• Engage Attendees: You can also organize social events, networking sessions, and interactive activities to encourage connections.
• Handle Issues: Be prepared to address any problems that arise. Have a plan for dealing with emergencies, technical difficulties, and other unexpected challenges.

 

For Trade Show Attendees:

• Visit Booths: Explore different booths in your list and learn about new products. Remember to carve out enough time to visit each booth, ask questions, and gather information.
• Attend Sessions: Participate in educational sessions and workshops. Learn from industry experts and gain new insights.
• Network: Connect with other attendees and industry professionals. You can exchange business cards, join networking events, and engage in meaningful conversations.
• Take Notes: Document key takeaways and insights. Use a notebook or a digital device to jot down important information, ideas, and contacts.

Record and review leads collected and interactions had with Whova’s event software!

For Everyone:

• Stay Organized: Track your schedule and appointments. You can use a planner or a mobile app to manage your time and ensure you don’t miss any important events.
• Be Professional: Maintain a professional demeanor at all times. Remember to dress appropriately, be courteous, and represent your company or organization with integrity.
• Stay Hydrated and Energized: Trade shows can be physically demanding, so remember to drink water and take breaks as needed. 
• Follow-up: Take note of the people you need to follow up with after the event. Collect business cards, take conversation notes, and plan your follow-up strategy accordingly. 

 

Post Show Checklist

A post show checklist is just as important as a pre show checklist. This will help you follow up with any connections or to-do’s after a show. Here are some actionable steps for exhibitors, organizers, and attendees:

For Trade Show Exhibitors:

• Follow Up with Leads: Contact the leads you collected during the event. Send personalized emails, make phone calls, and schedule meetings to continue the conversation. This will help nurture relationships and convert leads into customers.
• Evaluate Performance: Assess how well you and your team met your goals. Review your objectives, analyze your results, and identify areas for improvement. This will help you refine your strategy for future trade shows.

Go over leads collected and analytics automatically integrated into Whova’s event software. 

• Gather Feedback: Collect feedback from your team and attendees. Ask your team about their experiences and gather insights from attendees who visited your booth. This feedback can provide valuable information for improving your future trade show presence.
• Plan for Next Time: Start planning for future trade shows. Use the insights and feedback you gathered to make adjustments and improvements. Consider what worked well and didn’t, and begin preparing for your next event.

 

For Trade Show Organizers:

• Review Event: Evaluate the overall success of the event by analyzing attendance numbers, exhibitor feedback, and attendee satisfaction to gauge the event’s impact.

• Collect Feedback: Gather feedback from exhibitors and attendees. You can use surveys, interviews, and feedback forms to understand what participants liked and what could be improved.
• Address Issues: Resolve any issues that arose during the event. Address any reported complaints or problems and take steps to prevent them in future events.
• Plan for Future Events: Use the insights from the feedback and review portions to improve future trade shows. 

 

For Trade Show Attendees:

• Follow Up with Contacts: Reach out to the people you met at the event and send them follow-up emails, connect on LinkedIn, so you can continue the conversations you started at the trade show.
• Review Notes: Reflect on the information you gathered, the sessions you attended, and the products you discovered.
• Share Insights: Share what you learned with your team or colleagues. You can present your findings, discuss new ideas, and consider how you can apply the insights to your work or business.
• Plan for Next Time: Consider the value you gained from the event and decide if attending similar events in the future makes sense. Start planning and preparing early to make the most of your next trade show experience.

 

For Everyone:

• Reflect on Experience: Consider what went well and what could be improved. Take some time to evaluate your overall experience and identify areas for growth.
• Stay Connected: Maintain the connections you made during the event. Keep in touch with new contacts, follow up on conversations, and build lasting professional relationships.
• Apply Learnings: Implement the insights and knowledge you gained. Use what you learned to improve your business practices, strategies, and operations.
• Prepare for Future Events: Use this experience to better prepare for future trade shows. Take note what worked well and what didn’t, and use this information to enhance your preparations for the next event.

 

How Can You Make Your Own Trade Show Checklist?

Creating your own trade show checklist is not difficult and can be a great way to stay organized and ensure you cover all the necessary details. Here are some steps to make your checklist:

• Identify Key Areas: Determine the main areas you must focus on, such as pre-show, during, and post-show.
• List Tasks: Break down each area into specific tasks and actions.
• Set Deadlines: Assign deadlines to each task to ensure timely completion.
• Use a Template: Download our free trade show checklist template (link in intro paragraph)

Trade shows are incredible opportunities for networking, learning, and business growth. Their popularity is quickly growing, with 64% of past exhibitors from a Display Wizard survey planning to exhibit at more trade shows. By following this comprehensive 50-step checklist, you’ll be well-prepared to stay on top of event trends and make the most of your trade show experience. To make things easier, download this checklist for free (link in intro paragraph) so you can add in your own notes or print it out. For an even smoother experience, consider using Whova’s exhibitor exhibitor management software and lead retrieval app to streamline your trade show planning and execution.