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CHECKLIST

TRADE SHOW CHECKLIST AND SCHEDULE




Services, Equipment & Shipping

Trade Show:  [TRADE SHOW NAME]
Dates of Show:  [MONTH / DAY / YEAR] to [MONTH / DAY / YEAR]
Location:  [CITY, STATE, COUNTRY]
Exhibit Hall:  [X]
Booth Number:  [X]
Exhibit Hall Hours:  [XX]:00 AM-[XX]:00 PM
Booth Manager:  [NAME]


Shipping Information

[ ]  Try to list the total weight of all packages being shipped.

Ship Date:  [MONTH / DAY / YEAR]
Number of Pieces:  [X] boxes
Weight:  [X] pounds 
Carrier:  [NAME OF CARRIER]
Arrival Date:  [MONTH / DAY / YEAR]

[ ]  Remember to ship all materials to be used at the Trade Show to the warehouse where the sponsoring agency is handling show materials.  If you are late in shipping materials, send them directly to the convention center or trade show site, be aware that there may be late charges.


Shipping Address:  [NAME OF SHOW]
  [YOUR COMPANY NAME] [BOOTH NUMBER]
  [WAREHOUSE / FACILITY]
  [STREET ADDRESS]
  [CITY, STATE, ZIP CODE]

Event Checklist

[ ]  This checklist is included as a guide to the many items you may want to include at a Trade Show.  It is often a good idea to assign responsibility for each item as a means of assuring completion.

Action    Who?    Due Date
  Agenda of events              
  Event Name Badges              
  Banners                
  Booth                  
  Booth Graphics                
  Binders                
  Booth Kit                
  Business Lead Envelope              
  Caterer (Food & coffee)              
  Catalog Holders                
  Confirmation letter              
  Map of event location              
  Order Forms                
  Parking                
  P.O.P Displays                
  Pods Demo                
  Pens                  
  Press Labels                
  Press Kits                
  Product Catalogs              
  Product Manuals              
  Promotional Gifts              
  Show Objective                
  Show Signs                
  Show Staff                
  Sign                  
  Staff Name Badges              
  Staff Transportation              
  Staffing Assignments              
  Tables                  
  Thank You letter              
  Toolbox                
  Writing Pads                
  Other                  


On Site Services & Equipment Materials needed at Show:

Action    Who?    Due Date
  10 x10 Booth                
  10 x 20 Booth                
  Electricity outlet, two plugs            

[ ]  The Form Due Date refers to the date the Rental Equipment Request Form that is supplied by the show organize is due back in order to rent the needed items.

Rental Equipment

Form Due Date:  [MONTH / DAY / YEAR]

Action    Who?    Due Date
  Carpeting                
  Carpet Padding                
  Chairs or Stools (quantity)               
  Wastebasket                
  Projectors                
  Other:                    
  Other:                    


Services:

Form Due Date:  [MONTH / DAY / YEAR]

Action    Who?    Due Date
  Cleaning                
  Electricity                
  Parking Permits                  
  Other:                    


Trade Show Strategies and Actions 

Our goal for this Trade Show is to convey the message that [NAME] is a leader in [INDUSTRY]. We will convey this message through the use of hand-outs and .  All additional advertising, direct mail, or special promotions will be handled by [LIST RESPONSIBLE PARTIES].

Trade Show Booth Duty Schedule

[ ]  You can use this booth duty schedule to organize and maximize the time of all your Trade Show personnel.

  Show:  [NAME]
  Begins:  [DATE]
  Ends on:  [DATE]
  Location:  [CITY]

  [TIME]  [TIME]  [TIME]  [TIME]  [TIME]
[DATE]  [NAME]  [NAME]  [NAME]  [NAME]  [NAME]
  [NAME]  [NAME]  [NAME]  [NAME]  [NAME]

[DATE]  [NAME]  [NAME]  [NAME]  [NAME]  [NAME]
  [NAME]  [NAME]  [NAME]  [NAME]  [NAME]

[DATE]  [NAME]  [NAME]  [NAME]  [NAME]  [NAME]
  [NAME]  [NAME]  [NAME]  [NAME]  [NAME]

[DATE]  [NAME]  [NAME]  [NAME]  [NAME]  [NAME]
  [NAME]  [NAME]  [NAME]  [NAME]  [NAME]

Trade Show Travel and Logistics

Travel Arrangements:

Departure
Departure Airline:  [X]
Departing From:  [CITY]
Destination:  [X]
Destination Date:  [MONTH / DAY / YEAR]
Departure Time:  [XX][AM / PM]
Destination Time:  [XX][AM / PM]
Flight Number:  [X]

Return
Return Departure Airline :  [X]
Departing From:  [CITY]
Return Destination:  [CITY]
Destination Date:  [MONTH / DAY / YEAR]
Destination Time:  [XX][AM / PM]
Flight Number:  [X]

Hotel Reservations
Hotel Name:  [X]
Address:  [X]
Telephone:  [X]
Fax:  [X]
Reservation number:  [X]

Car Rental:
Agency Name:  [X]
Car:  [MAKE AND MODEL]
Reservation Number:  [X]

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