Use four short checklists: setup day to build and test the booth, a daily open routine before the doors open, a daily close routine to secure and recharge, and a dismantle checklist to pack, label and return everything. Assign an owner to each, and keep a log of what you found.
Routines make the difference when everyone is tired and the schedule is tight. Print these, adapt them and give each one an owner.
Checklist
Setup day
- Check in with the show services desk and collect badges
- Locate the booth and confirm it matches the floor plan
- Confirm shipments have arrived and check them against the box inventory
- Inspect the floor and walls and photograph the condition
- Build the booth in the agreed sequence
- Test power and internet and confirm the service orders
- Test screens, audio and demo equipment
- Put up graphics, signage and literature
- Charge and log in the capture devices and confirm the offline fallback
- Clean and tidy, and remove empties to storage
- Take photos of the finished booth
- Walk through with the booth team and sign the handover sheet
Daily open and close
Before the doors open
- Arrive early and switch on power, screens and devices
- Check chargers, spare batteries and Wi-Fi or hotspot
- Restock literature, samples and giveaways
- Tidy the booth and clear the aisle edge
- Brief the team on the day: meetings, priority accounts and any changes
- Check yesterday issues are closed
At close
- Secure valuables and demo equipment, and cover or lock the booth as the venue allows
- Charge every device and sync captured data
- Note what needs restocking or repair
- Log issues and who owns them
- Review the day for the next morning brief
- Confirm tomorrow shift plan
Checklist
Dismantle and return
- Confirm the dismantle time and who is allowed to start
- Collect valuables, devices and documents first
- Pack by the box inventory and label every box with the return address
- Complete the return shipping forms and arrange pickup
- Check for damage and photograph it
- Leave the space clean and clear
- Take a final photo
- Keep a post-show inventory of what returned and what did not
- Report damage and missing items to the event lead
Worksheet
Worksheet: booth setup and dismantle log
| Event and dates | |
| Setup start and finish | |
| Shipments received and any gaps | |
| Condition on arrival (photos) | |
| Tests completed: power, internet, screens, capture | |
| Daily issues and owners | |
| Dismantle start and finish | |
| Items returned and missing | |
| Damage reported |
Frequently asked questions
What should be on a trade show booth setup checklist?
Check-in, confirming the booth and shipments, inspecting the space, building to plan, testing power, internet and demo equipment, setting up signage and capture devices, tidying and a walk-through with the booth team.
What should you do each morning before a trade show opens?
Switch on power and devices, check chargers and connectivity, restock materials, tidy the booth, brief the team and check that yesterday issues are closed.
What is the dismantle process for a trade show booth?
Confirm the dismantle time, collect valuables first, pack by the box inventory, label and ship returns, check for damage, leave the space clean and keep a post-show inventory.