A successful trade show isn’t about luck — it’s about preparation. Between logistics, marketing, and booth design, there are dozens of moving parts that need to align perfectly before showtime.
That’s why Design Factory Las Vegas created this comprehensive exhibitor checklist for 2025 — so your team can stay focused, organized, and ready to impress.
✅ 1. 3–6 Months Before the Show
Set Goals and Budget
Define your objectives — lead generation, brand awareness, or product launches — and allocate your budget accordingly.
Book Booth Space
Choose a prime location early. Corner and island booths draw more traffic but fill up fast.
Start Booth Design
Collaborate with your design partner (like DFLV) to create a custom booth or rental solution that fits your space, timeline, and audience.
Plan Marketing Strategy
Coordinate pre-show email campaigns, social media announcements, and website updates to drive booth visits.
✅ 2. 1–2 Months Before the Show
Finalize Graphics and Printing
Double-check specs and deadlines to ensure all visuals fit perfectly.
Order Giveaways and Supplies
Branded merchandise and handouts should be practical, lightweight, and memorable.
Arrange Travel and Lodging
Book early for better rates and proximity to the venue.
Test All Technology
Ensure monitors, touchscreens, and lighting systems work seamlessly.
✅ 3. 1–2 Weeks Before the Show
Confirm Shipping and Delivery
Verify tracking, delivery times, and contact info for on-site logistics.
Hold a Staff Training Session
Rehearse booth pitches, product demos, and visitor engagement scripts.
Prepare a Lead Capture System
Set up tablets, QR codes, or scanners for instant data collection.
✅ 4. During the Show
Set Up Early
Arrive a day before to handle installation issues calmly.
Engage Actively
Approach attendees, smile, and invite them into the space. Booth staff energy sets the tone.
Document the Experience
Capture photos and videos for post-event marketing.
✅ 5. After the Show
Follow Up Within 48 Hours
Send personalized emails thanking visitors for stopping by. Include product links or resources to keep momentum going.
Review Performance
Compare lead numbers, engagement, and booth flow data against your initial goals.
Store or Repack Booth Materials
Protect assets for reuse. DFLV offers secure storage and reinstallation services for future events.
Final Thoughts
Trade shows are fast-paced, but preparation gives you control. With a clear checklist and the right design partner, your brand can show up confident, polished, and ready to perform.
At Design Factory Las Vegas, we handle every phase — from concept to creation — so you can focus on connecting with customers and growing your business.