Exhibitor guide
Checklists & Templates
Concise working lists and simple note outlines for an exhibitor’s own planning. Add, remove, or reorder items to match your organization and the current show documents.
Before the show
Plan and Prepare
- Define goals, priority audiences, and useful measures.
- Review the exhibitor contract.
- Review the Decorator Kit when available.
- Confirm booth services, shipping, travel, and lodging.
- Record shipping tracking numbers and review the Welcome Letter when it arrives for check-in and setup instructions.
- Choose a clear headline, any show-only specials, and supporting material.
- Assemble and test important display elements, media, links, and demonstrations.
- Assign staff responsibilities and schedules.
- Prepare and test your contact-capture method and backup.
- Promote your appearance, appointments, or demonstrations if useful.
At the show
Welcome and Engage
- Keep the front of the exhibit open and accessible.
- Check signs, media, links, and demonstrations.
- Keep staff informed, present, and adequately rested.
- Ask open questions and listen before presenting.
- Record useful context and an agreed next step.
- Keep backup contact-capture materials available.
- Monitor supplies, exhibit condition, and aisle obstructions.
After the show
Follow Through and Learn
- Organize contacts by interest and next step.
- Send relevant follow-up within a few days.
- Deliver promised material or introductions.
- Compare results with the measures you selected.
- Debrief booth staff while details are familiar.
- Record improvements for the next show.
Simple working outlines
Adapt These Templates to Your Team
Conversation Note
- Visitor name and organization
- Contact details and permission to follow up
- Interests, questions, and timing
- Material or introduction promised
- Next step, responsible team member, and due date
Staff Briefing
- Primary message and priority audiences
- Current offer, pricing, and common questions
- Demonstration or appointment schedule
- Contact-capture method and backup
- Responsibilities, coverage, breaks, and escalation contact