Planning is a fundamental function that sets the direction of execution. Whether your trade show goal is lead generation, brand building, or industry networking, planning ensures that every step in the execution is aligned with the objective. Rental trade show displays in Las Vegas and other technology integrations can turn your booth space into a lead-generating powerhouse but not without meticulous planning.
To ensure you don’t feel overwhelmed, we have made a comprehensive trade show checklist for you.
Strategic Foundation & Pre-Show Preparation (6-12 Months Out)
Define Clear Objectives
Make sure you set SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals. These could be 500 leads, 20 qualified demos, or 5 partnerships.
Set the Budget
Be realistic and consider the following when setting your trade show budget:
- Booth space
- Utilities
- Booth rental
- Video wall and other integrations
- Shipping and logistics
- Travel and accommodation
- Promotions and giveaways
- Staff training
- Apparel
- Lead retrieval system
- Marketing collateral (digital and print)
- Contingency fund (10-15% minimum)
Select the RIGHT Show
Make sure that the audience is aligned with your target market. The prestige of the trade show matters, but ensure you analyze ROI potential.
Secure Booth Space & Location
Book early to secure prime spots for high foot traffic.
Develop Your Booth Concept & Design
Specify the following requirements for trade show rental in Las Vegas:
- Theme & messaging
- Design
- Logistics
- Functionality
Book Key Vendors & Services
Plan early and book:
- Exhibit house (design/build/rental)
- General contractor (I&D – installation & dismantle)
- AV & technology
- Furniture rental
- Shipping & freight forwarding
- Lead retrieval provider
- Graphic production
Develop Pre-Show Marketing
Creating hype before the event can increase foot traffic to your booth. Start planning for:
- Email campaigns
- Social media teasers & countdowns
- Website banners & landing pages
- Press releases
- Schedule meetings
Execution & Logistics (3-6 Months Out)
Finalize Booth Design & Graphics
Hire a trade show rental company that offers 3D rendering of booth designs. Design high-resolution graphics.
Order Show Services
Order all essential services, including:
- Electrical
- Internet
- Plumbing
- Cleaning
- Furniture
- Rigging for hanging signs
- Labor
Plan Promotions & Giveaways
Choose useful, memorable and relevant items and plan contests to draw crowds.
Assemble & Train Your Staff
A well-trained staff is the true differentiator of your booth experience. Make sure you:
- Select the right people
- Define roles
- Train extensively
- Set goals and schedules
- Plan attire
Organize Shipping & Logistics
Confirm all the shipping deadlines and label everything clearly. Arrange transportation for your booth staff.
The Final Countdown & Show Time (1 Month – During Show)
This is the stage where all your preparation comes to life.
- Confirm all details
- Pre-brief your staff
- On-site setup
- Execute your show plan
- Booth management
The Critical Follow-Up (Immediately Post-Show & Beyond)
This is where leads are nurtured, results are measured, and long-term value is created.
- Organize & ship booth home
- Sort & prioritize leads
- Execute lightning-fast follow-up
- Debrief thoroughly
- Measure ROI
- Archive & plan
The Bottom Line
Trade show success hinges on clear goals, strategic planning, compelling booth design, and well-trained staff. Execute with precision, follow up fast, and measure ROI to maximize every opportunity and investment.
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