Trade Show Prep Checklist

Every venue has different rules. Receiving hours, marshaling yards, dock requirements, targeted delivery windows. Get the exhibitor manual and read the logistics section carefully.

Advance warehouse deadlines, direct-to-show deadlines, and any blackout periods. Missing these deadlines can mean material handling fees that exceed shipping costs.

Estimate daily sales based on show attendance, your booth traffic history, and product mix. Plan for upside-running out is worse than over-shipping.

Tables, shelving, signage, display cases. What needs to ship? What does the venue provide? What are you renting?

Compare options: LTL freight, small parcel, full truckload, show contractor services. Factor in material handling fees at destination.

If you might need mid-show resupply, how will it get there? Small parcel to hotel? Emergency freight? Know your options before you need them.

Every item, every box. Include quantities. This becomes your receiving checklist at the venue and your return shipping manifest.

Booth number on every box, multiple sides. Show name, your company name, contact phone. Make it impossible to lose.

Freight gets handled roughly. Pad fragile items. Use pallets if appropriate. Shrink wrap everything.

Many shows require advance shipping to a designated warehouse. Follow their label format exactly.

Do not assume it arrived. Confirm delivery to the advance warehouse or venue. Keep tracking numbers accessible.

What if freight is delayed? What critical items could ship separately via overnight carrier? Have a Plan B.

Check against your packing list immediately. Report missing items to show services before the rush.

Document any damage with photos before unpacking. File claims immediately if needed.

Keep backstock accessible but out of customer sight. Know where everything is for quick restocking during the show.

Boxes, packing peanuts, bubble wrap-you will need them for return shipping. Store them flat under tables or in designated storage.

Document how everything is arranged. Helps with future shows and with any damage claims.

Know what is selling and at what rate. Project forward-will you have enough for the remaining days?

End-of-day counts. Know what you have left. Identify items at risk of selling out.

If running low, execute your replenishment plan. Do not wait until you are out-act when you see the trend.

If replenishment is coming, know when and where. Who will receive it? How will it get to your booth?

Cover displays, lock cases, remove high-value items if possible. Know the venue's security situation.

Final count before packing. Reconcile with sales. Know exactly what is going back.

Use saved packing materials. Pack as carefully as you did for outbound-return freight is handled just as roughly.

Document what is in each box. This is your receiving checklist when inventory returns to the warehouse.

Book return shipping before the show ends if possible. Post-show freight is competitive and expensive if last-minute.

Outbound deadlines are just as strict as inbound. Miss them and your freight sits in expensive storage.

Get confirmation that freight is on its way. Track actively until it arrives at destination.

Count against packing list. Note any damage. Get it back into available inventory as quickly as possible.

Shipped minus sold should equal returned. Investigate any discrepancies.

File claims promptly with photos and documentation. Deadlines are often short.

What worked? What did not? What will you do differently next time? Document while it is fresh.

Adjust inventory estimates, shipping methods, and packing approaches based on what you learned.