Trade Show Checklist: What to Print and Pack
A trade show checklist keeps the booth, the printed pieces and the giveaways moving in the right order, so the last week before the show is for packing and staffing.
Here is the trade show planning checklist our team walks marketing teams through: what to print, what to pack and what to do once the show ends.
By PLC Print
Side by Side: The Trade Show Exhibitor Checklist
| Item | What it does | When to start | Watch out |
|---|---|---|---|
| Booth space and show rules | Sets sizes, deadlines and what is allowed | As soon as the booth is booked | Each show has its own manual |
| Booth graphics and signs | Pulls people in from the aisle | Once the booth size and hardware are set | Sizes come from the hardware, not a guess |
| Handouts and business cards | Gives visitors something to take back | Once the message is final | Print counts far above what you will hand out |
| Giveaways and team apparel | Keeps your name around after the show | Early, since sizes and counts take time | Items nobody wants to carry home |
| Shipping and packing list | Gets everything to the booth | Once you know when the venue takes freight | Missing the receiving window |
| Follow-up | Turns badge scans into conversations | Before the show | Waiting weeks to reach out |
Start With the Booth Space and the Show Rules
Before anything gets printed, get the exhibitor manual from the show organizer. It lists the booth size, height limits, what can hang or stand in the space, and the dates for shipping to the venue. Most of a good trade show booth checklist comes straight out of that manual. Put those dates on the calendar first and plan everything else backward from them.
Good for
- First-time exhibitors, and teams moving to a new booth size.
Watch out
- Every show is different. Last year’s dates and rules don’t carry over.
Booth Graphics and Signs
The backwall, a retractable banner or two, a printed table cover and a sign with your name are what people see from the aisle. Keep the message short: who you are, what you do and why someone should stop. Get exact sizes from the hardware or the show before the artwork is finished. Our team confirms sizes with you before anything is printed, and the pieces ship to your office, the venue or the show floor.
Good for
- Any booth, from a tabletop to a full backwall.
Watch out
- Small text. If it can’t be read from the aisle, it isn’t doing its job.
Trade Show Marketing Materials
Trade show handouts are what people carry back to the office: a brochure or sell sheet, business cards for everyone working the booth, and maybe a postcard with an offer or a QR code. Print what you expect to hand out, plus some extra, and keep the rest of the story on your website. Short runs let you test a piece at a show before printing more. For printed pieces like these, we send a proof for your OK before anything prints.
Good for
- B2B booths, where buyers compare companies after the show.
Watch out
- Printing too many. Boxes of brochures that come home cost you twice, once to print and once to ship back.
Giveaways and Team Apparel
Pick giveaways people will use after the show, like a bottle, a tote or a notebook, and match them to the visitors you want to meet. Matching shirts or caps make your team easy to spot. Get apparel counts early, since every size needs a number. We help you pick items that fit the show and the budget, and we can pack them into kits ready to hand out.
Good for
- Busy shows where people need a reason to stop.
Watch out
- Cheap items. A pen that breaks on day one says something about your brand too.
Shipping and What to Bring to the Booth
Decide where each box goes: to your office first for a check, or straight to the venue. Check the manual for when the venue accepts exhibitor freight. Then write the packing list for what to bring to the booth: tape, scissors, zip ties, a power strip, chargers, a way to capture leads, pens, water and snacks, plus printed copies of your booth confirmation and tracking numbers.
Good for
- Teams flying in and shipping ahead.
Watch out
- Assuming every box arrived. Keep tracking for each one and check in at the show service desk when you get there.
Plan the Trade Show Follow Up Before You Leave
The show isn’t over when the booth comes down. Write the follow-up email before you go, sort leads at the end of each day while you still remember the conversations, and send the first round within a few days of the show.
Good for
- Teams that need the show to pay for itself.
Watch out
- A generic blast to every badge scan. It reads like spam.
Example: A 10×20 Booth at a Regional Expo
How it could look for a marketing team at a mid-sized snack brand at a regional food expo:
Graphics
A fabric backwall, two retractable banners and a printed table cover, sized from the show’s booth specs.
Handouts
Sell sheets for buyers and business cards for the four people working the booth, proofed before printing.
Giveaways
Branded tumblers for buyers who stop for a tasting, packed into kits.
Shipping
Graphics and kits ship to the venue; handouts go to the office so the team can carry the first box in.
The team spends show week talking to buyers, and the follow-up emails go out the Monday after.
Trade Show Checklist FAQ
How do you prepare for a trade show?
Start with the exhibitor manual and its dates, then plan booth graphics, handouts, giveaways and shipping in that order. Write your follow-up email before you leave.
What should you bring to a trade show booth?
Your graphics and hardware, handouts, business cards and giveaways, plus a small kit: tape, scissors, zip ties, a power strip, chargers, pens and a way to capture leads.
What should a trade show follow-up email say?
Thank the person, mention what you talked about and offer a clear next step, like a call or a sample. Keep it short and send it within a few days of the show.
What printed pieces does a trade show booth need?
Most booths need a backwall or banner, a table cover, a brochure or sell sheet and business cards. Add giveaways if they fit the visitors you want to meet.
Where should trade show materials ship?
Graphics and giveaways can ship to your office, the venue or the show floor. Check the show manual for when the venue accepts freight, and keep tracking for every box.
Final Thoughts
A trade show checklist works best when it starts with the show’s own dates and works backward. Get the booth graphics and printed pieces settled early, and show week can be about the people who stop by.
Ready for Your Next Show?
Our team handles booth graphics, printed handouts and branded giveaways for your show, start to finish, and ships them where you need them.
Signs & Trade Show Graphics · Branded Merch · Digital Printing