Exhibitor Checklist: What to Finish 30 Days Before the Show

Thirty days before a show, the stand design is usually final and the fabrication is under way, but this is also the month when small gaps turn into expensive problems: a missing logo file, an organiser form that was never submitted, a sample that did not reach the venue. This checklist is organised by who owns each task, so you can hand each list to the right person and tick it off.

Stand and design: owner is the exhibitor with the stand partner

• ☐  Final logo files (vector), product images and text sent and approved in writing
• ☐  Stand drawings approved by the organiser, if required for your show
• ☐  Lighting plan, power load and number of sockets confirmed
• ☐  Furniture, screens and counters confirmed in the design
• ☐  Graphics proofs checked for spelling, phone numbers and web address
• ☐  Production photos or an assembly check requested from the workshop

Our stall build timeline shows where this month sits in the full schedule, and our fabrication process explains what happens in the workshop at this stage.

Organiser and venue: owner is whoever handles paperwork

• ☐  Exhibitor manual read again, with deadlines marked on a calendar
• ☐  Power, water, internet and rigging orders submitted and paid
• ☐  Exhibitor badges and vehicle passes requested for everyone who will attend
• ☐  Build-up and dismantling slots confirmed
• ☐  Insurance and any required safety forms submitted
• ☐  Catalogue or directory entry checked and updated

Forms ordered late usually cost more, and some services cannot be added at all once the deadline passes. If you are exhibiting abroad, also ask about customs and temporary import rules for your products. For international shows, see our first-time exhibitor checklist for international trade shows.

Products and logistics: owner is operations

• ☐  Products, samples and demo units packed, counted and photographed
• ☐  Shipment booked with tracking and a delivery date before the build-up ends
• ☐  Printed brochures, price lists and business cards ordered
• ☐  Giveaways chosen and delivered (small and useful beats large and forgettable)
• ☐  Spare parts, cables, tools and cleaning supplies packed
• ☐  A contact at the venue and a back-up courier identified

Marketing: owner is the marketing team

• ☐  Customers, dealers and prospects told that you are exhibiting, with the stand number
• ☐  An invitation email and a WhatsApp message prepared and scheduled
• ☐  Social posts and a website banner or show page updated
• ☐  Meetings booked with key buyers during the show days
• ☐  Press or organiser media opportunities checked
• ☐  A short list of the 20 companies you most want to meet at the show

You can see the shows we cover on our exhibition calendar.

People and leads: owner is the booth team lead

• ☐  Staff roster with names, shifts and breaks, so the stand is never left empty
• ☐  Briefing held on the products, prices, key messages and what to ask visitors
• ☐  Lead capture method chosen (badge scanner, form or app) and tested
• ☐  A simple lead rating, for example hot, warm and cold, agreed in advance
• ☐  Someone named to follow up and a date set for the first message
• ☐  Dress code and travel and hotel bookings confirmed

The show only pays back if the leads are followed up quickly. Plan this now with our 72-hour lead follow-up plan.

The last 48 hours before move-in

• ☐  Final call with the stand partner to confirm arrival time, team and access
• ☐  Carry-on bag with passes, forms, keys, laptop, chargers and a printed copy of the stand drawing
• ☐  Photos of the finished stand taken before doors open
• ☐  Cleaning and a final check of lights, screens and products before visitors arrive

On build-up day, our build-up day checklist covers what to inspect at the venue.

Exhibitor checklist: quick answers