Countdown to Show Time

12 Months Out
• Evaluate floor plans and select space.
• Review exhibitor contract carefully: Understand terms, show rules, payment schedule, space assignment method.
• Send in space application and first payment.
• Prepare budget.

Six Months Out
• Create show plan and set goals and exhibit objectives.
• Select any vendors needed (exhibit house, transportation company, labor company).
• If new trade show exhibit is needed begin design process.
• Plan pre-show advertising.

Four Months Out
• Develop floor plan for exhibit.
• Select Display Booth staffers.
• Make travel reservations.
• Communicate with primary vendors (exhibit house, shipping, installation/dismantle) regarding services needed and dates.
• Finalize new exhibit design.
• Execute show-related advertising.

Three Months Out
• Read and review exhibitor manual. Note target move-in and set-up dates.
• Create list of required services, noting deadlines for pre show discounts.
• Review show floor plan and note target dates and restrictions.
• Distribute show plan to booth staff.
• Submit authorization form if you are using an exhibitor-appointed contractor.
• Plan pre-show booth staff meeting.

Two Months Out
• Prepare all service orders. Include drayage, electrical, cleaning, floral, etc. Take advantage of any pre-pay discounts.
• Finalize any new graphics and start production.
• Order staff badges and plan training for booth staff at show.
• Develop briefing packet for booth staff.
• Create and order lead forms.
• Prepare press kits.
• Check travel reservations.

One Month Out
• Confirm shipment dates with all vendors.
• Confirm installation /dismantle schedule.
• Confirm all travel reservations.
• Preview display and graphics.
• Meet with booth staffers to present trade show plan and objectives.
• Set-up schedule for pre-arranged customers meetings at show.
• Prepare show binder. Include: copies of all orders and checks for services paid in advance, phone numbers and addresses of all vendors, booth setup instructions, shipping documents, return shipping labels.
• Confirm shipping address and ship properties to arrive to advance warehouse.Upon Arrival
• Make sure your freight has arrived undamaged.
• Review service orders. Double check setup schedule.
• Supervise booth setup.
• Meet with booth staffers for pre-show briefing and training.

During Show
• Reserve booth space for next years show.
• Meet with booth staffers to check progress.
• Check out your competition. Find out what is working and what is not.
• Review plans for booth dismantle and return shipment.

After Show
• Supervise dismantle and arrange return freight.
• Distribute leads to sales force. Follow Up! Follow Up! Follow Up!