Preparing for a trade show involves dozens of moving parts. Miss one and you risk showing up with an incomplete stand, missing signage, or no working power. This exhibition stand checklist covers everything from initial booking through to post-show pack-down, so nothing falls through the cracks.
12 Weeks Before the Show
Book your floor space with the event organiser. Confirm stand size, shell scheme or space-only, and any restrictions on stand height or build type.
Brief your exhibition stand builder with stand dimensions, number of sides open to the aisle, primary objectives for the show, and your brand guidelines.
Confirm budget sign-off internally. Include stand design, graphics, furniture, AV, freight, labour, accommodation and incidentals.
Review the event’s exhibitor manual. Every show publishes specific rules around build height, materials, rigging points, power access and bump-in windows. Ignoring these creates expensive problems on-site.
8 Weeks Before the Show
Approve final stand design drawings from your builder. Check that the design meets the event’s regulations and aligns with your brand.
Finalise all graphic content. All text, images and logos should be locked down so your designer can produce print-ready files at the correct resolution.
Order any product samples, demonstration equipment or promotional materials that need to arrive at the stand.
Confirm power requirements with your builder. Know exactly how many power outlets you need and whether you require a 15-amp or 3-phase connection.
4 Weeks Before the Show
Confirm freight arrangements with your builder. Know the delivery address, deadline for on-site deliveries, and the consignment labelling requirements.
Brief your stand team. Confirm who is attending, their roles, arrival and departure times, and any product knowledge training they need.
Register your team for the show. Most events require exhibitor staff registration. Late registration sometimes incurs fees.
Order catering, promotional items or giveaways if required. Production times for custom merchandise typically run 3-4 weeks.
1 Week Before the Show
Confirm bump-in time and access details with the venue. Know which entrance to use, where loading docks are, and what parking is available for your team.
Check all printed materials have arrived and match the final artwork.
Pack an on-site emergency kit: gaffer tape, scissors, cable ties, pen and notepad, power board, phone charger, first aid basics, and any brand-specific items like spare graphics panels.
Brief the team on lead capture. Decide how you will collect contact details: scanning badges, a tablet form, business cards, or a purpose-built app.
On-Site During Bump-In
Arrive at the time specified on your bump-in pass. Many venues enforce strict time slots.
Walk the stand before any furniture or props are placed. Identify any structural issues, power access problems or aisle dimension concerns.
Test all AV, lighting and digital displays before the show opens. Have your builder’s contact number saved in your phone.
Brief your stand team one final time. Cover the key messages, product talking points, and how to handle competitor questions.
During the Show
Keep the stand tidy throughout the day. Bags, boxes and personal items should be stored out of sight.
Capture every lead. A lead not recorded is a lead lost.
Photograph the stand for your records and marketing content.
Note what competitor stands are doing well and poorly. This is valuable intelligence for your next show.
After the Show: Pack-Down and Follow-Up
Confirm bump-out times and removal logistics with your builder.
Follow up all leads within 48 hours while the conversation is fresh.
Store the stand properly. Modular and hire stands should be cleaned and stored as directed by your builder.
Debrief with your team. What worked? What would you change? Document findings for the next event.
Frequently Asked Questions
How early should I start preparing for a trade show?
For custom builds, 12 weeks minimum. For modular or hire stands, 6-8 weeks is workable. If you leave it too late, you risk limited availability from your stand builder and no time to correct issues.
What is included in an exhibition stand hire package?
Most hire packages include the stand structure, graphics printing, basic furniture, and freight. AV, additional furniture, specialty lighting and complex graphics are often priced separately. Ask your builder for a fully itemised quote.
Do I need to read the exhibitor manual?
Yes, every time. Rules change between events and even between years at the same show. Height limits, build hours, approved materials and rigging regulations all vary and non-compliance can result in mandatory changes at your expense.
What should I put on my exhibition stand?
Your company name and a single clear value proposition should dominate. Supporting content, product images and calls to action come secondary. The most common mistake is trying to say too much. A visitor has about 3 seconds to decide whether to stop or walk past.
How do I handle leads at a trade show?
Badge scanning is the most reliable method at larger events. For smaller shows, a tablet form or dedicated app works well. Avoid business card bowls as they are rarely followed up systematically.
What happens if something goes wrong with my stand on site?
Have your stand builder’s emergency contact number ready. Reputable builders have site supervisors or on-call support during show events. Minor issues like a loose panel or a tripped circuit are usually resolvable quickly with the right preparation.
Get Help Planning Your Next Exhibition
Brij & Co works with exhibitors across Australia to plan, design and deliver stands that perform. We can guide you through every step on this checklist and take the complexity off your plate.
Talk to our team for a free initial consultation. Contact Brij & Co