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Checklist for exhibitors

Trade show checklist, so nothing gets left at the office.

Everything you need to prepare to exhibit at a trade show, ordered by date. From booking the space to following up when you get back, plus what has to go in the booth box. Tick it off as you go, or download the PDF and take it with you.

Go to the checklistDownload PDF34 tasks · Free, no sign-up
CountdownYour next show
90days

90 days before

Book the space and set the goal

  1. 90
  2. 60
  3. 30
  4. 14
  5. 7
  6. 1
  7. Today

The checklist

Trade show preparation checklist, step by step

34 tasks in six stages. What you tick is saved in this browser, so you can pick up where you left off another day.

0 of 34
PDF

Three months before

0/5

One month before

0/6

The week before

0/5

The booth box

0/8

During the show

0/5

When you get back

0/5

To find out whether the show was worth it, use the trade show ROI calculator, free and with no sign-up.

Budget

How much it costs to exhibit at a trade show

It depends on the venue, the size of your space and the booth, so there is no single figure that works for everyone. What does repeat is the list of costs, and forgetting one of them is what makes a show cost more than planned.

The space

The square metres you book and, depending on the venue, a registration fee or insurance.

The booth

Design, construction, build-up and breakdown, furniture and lighting. Or renting a modular one.

Venue services

Power, internet, cleaning or storage, if they are not included in your space.

Travel and accommodation

Transport, hotels and meals for everyone on the team who goes.

Materials and shipping

Brochures, samples, promotional giveaways and getting it all to the booth.

The team's time

The days at the show and the days spent preparing cost money too, even if no invoice arrives for them.

With the total cost and the deals that come out of the show, you have its return. Work it out with the trade show ROI calculator, free and with no sign-up.

With Tarjeo

Everything goes in the box. For leads, your phone is enough

Of everything on the checklist, capturing leads is what you notice most afterwards. With Tarjeo each rep does it from their own phone, with nothing to install.

An open box with brochures, business cards and a power strip for a trade show booth, next to tape, cable ties, markers, a badge and a phone

  • A photo of the card

    The AI extracts the name, company, job title, email, phone and website in seconds.

  • A voice note

    Dictate what you discussed. The AI summarises it in the contact and tags it.

  • The show, filled in for you

    Add the show and, on those days, Tarjeo suggests it when you scan. The whole team's leads end up under the same show.

  • One account per rep

    Everyone scans with their own account and only sees their own contacts.

  • Follow-up without losing track

    One email to everyone from your own address, and alerts for anyone with no contact for 15, 30, 60 or 90 days.

  • The ROI of every show

    Enter what it cost and the deals closed with their value, and Tarjeo calculates the return.

How to capture leads at the booth, step by step

Questions about preparing for a trade show

For a large show, around three months ahead is sensible, and earlier still if you need a new booth designed or the venue asks you to book early. For a small show with a booth you already have, a month can be enough.
Badges, brochures, price lists and business cards, samples or products for the demo, a laptop or tablet with chargers, a power strip, an extension lead and a power bank, build-up kit such as tape, cable ties and scissors, and water. The checklist has the full list to tick off.
It depends on the venue, the size of your space and the booth. To work it out, add up the space, the booth and its build, venue services, travel and accommodation, materials and shipping, and the team's time.
By recording every contact on the spot, with what you discussed and the next step, so you don't depend on a stack of business cards when you get back. With Tarjeo your phone is enough. A photo of the card and a voice note, and the contact is saved and linked to the show.
Yes, in two ways. “Download PDF” gives you the blank checklist, to print or share with your team. “Print” prints it with whatever you have ticked on screen. What you tick is saved in that browser for when you come back.

Arrive at the show with everything ready

And come back with every lead saved, with its note and its show, ready for follow-up.

Get startedBook a demo

Want to know whether the show paid off? Trade show ROI calculator