Your Trade Show Display Checklist for a Flawless Event

Trade shows are one of the most powerful opportunities to connect with customers, show off your products, and build lasting brand awareness. But preparation is key, and without proper planning it’s easy to miss the mark. At Westkey Xibita, we’ve helped thousands of clients create impactful trade show experiences, and it all starts with a strong plan.

Use this checklist to keep your next trade show stress-free, professional, and successful - from the first design concept to the final follow-up. We’ve even organized it by lead time needed - from the earliest tasks (several months in advance) to the ones you can finalize closer to the show date.

1. Define Your Trade Show Goals & Build a Smart Budget (3–6 months ahead)

Before anything else, take time to define your goals. What does success look like for you at this event? Are you aiming to generate leads, build brand awareness, launch a product, or strengthen industry relationships? Your goals will shape everything else, from booth size and location to messaging and materials.

Once you’ve outlined your objectives, it’s time to build a realistic budget. Many costs go beyond just the booth itself, and planning early can help you avoid surprise expenses or last-minute scrambles. Key areas to consider:

• Booth Design & Fabrication: Whether you're renting or building custom, this is typically the largest cost. Include accessories like banner stands, counters, and backdrops.

• Show Fees: Don’t forget the cost of the space, electricity, Wi-Fi, and mandatory show services like cleaning and labor.

• Shipping & Logistics: Factor in the cost of transporting your booth, collateral, and products both ways—including any customs if you're crossing borders.

• Marketing Materials: Budget for brochures, flyers, signage, business cards, and giveaways.

• Travel & Accommodations: Consider flights, hotels, meals, and per diems for your team.

• Lead Capture & Tech: Will you need tablets, scanners, or custom apps to track contacts?

• Contingency Fund: Always include 10–15% extra to cover unexpected costs.

Developing a clear budget early on helps you prioritize your efforts, stay on track financially, and get the best return on your investment. At Westkey Xibita, we’re the experts at helping you cover all the bases when planning for an upcoming show.

2. Reserve Your Booth Space Early (3–6 months ahead)

Prime locations go fast. Once you've chosen your event, book your booth space as soon as possible to secure the best placement - ideally near high-traffic areas like entrances, lounges, or anchor brands. Consider booth size, layout, and whether you’ll need a corner or island setup. Early booking also gives you more flexibility in planning your display and negotiating for preferred services. It’s the difference between designing for the space you want instead of the space you have to settle for.

3. Design & Prepare Your Trade Show Display (2–4 months ahead)

Whether you're renting or building a custom display, give yourself enough lead time to create a visually compelling and brand-aligned booth. This includes backdrops, counters, kiosks, lighting, signage, and interactive elements. At Westkey Xibita, we offer fully customizable solutions and rental kits to suit any space and style. Don’t forget about shipping timelines, booth regulations, and setup instructions when planning your display assets. The old saying is true – you don’t get a second chance to make a good first impression!

4. Create Supporting Print Materials & Promotional Items (1–3 months ahead)

Brochures, flyers, branded swag, business cards, and signage—these are all essential for engaging visitors and staying top of mind after the event. Include QR codes or personalized print to drive online interaction. Everyone loves swag, so promo items like tote bags, pens, or reusable water bottles help boost your brand visibility long after the show. Plan for enough lead time to proof, print, and ship these materials in advance. The experts at Westkey Xibita can provide you with everything you need to support your display, and we’ll make sure everything looks great and arrives on time!

5. Train Your Booth Staff (2–4 weeks ahead)

Your team is the face of your brand. Make sure they’re equipped to handle conversations, capture leads effectively, and speak clearly about your products or services. Hold training sessions that cover elevator pitches, product knowledge, customer personas, booth etiquette, and lead-handling procedures. A polished and confident team makes a lasting impression - and don’t forget to deck them out in company-branded t-shirts, hats, polos or jackets.

6. Promote Your Presence Before the Event (2–6 weeks ahead)

Let your audience know you’ll be at the show! Send email invites or promotional campaigns, post on social media, and update your website with booth details and any promotions or demos you’re offering. Consider paid ads or newsletter sponsorships if you’re targeting specific industries. If the event has an online portal or app, take advantage of those listings to boost your visibility ahead of time.

7. Pack & Ship with Care (1–2 weeks ahead)

Prepare a checklist of everything going to the show: booth components, tools, print materials, electronics, extension cords, promotional items, and any permits or badges. Label everything clearly and work with a trusted shipping partner that understands trade show logistics. It’s also smart to build in time for your team to inspect items upon arrival at the venue.Special note: you may not want to set up your booth in advance to keep your team fresh, if you want more of a turnkey type of solution for install & dismantle contact our show services team to help. 

8. Day-of Checklist & Tips (Day of the Event)

The big day has arrived - it’s time to double-check that you have everything you need. Before the show opens, give yourself plenty of time to get set up, walk the floor, and ensure your team is ready to shine. Here’s what to check:

• Arrive Early: Give yourself at least 2–3 hours before showtime to get settled and troubleshoot any last-minute issues.

• Inspect Your Booth: Ensure everything has arrived in good condition and is assembled correctly. Walk around to check sightlines and visibility from various angles.

• Test Tech & Connectivity: If your display includes tablets, screens, or a lead-capture system, make sure power sources and internet connectivity (Wi-Fi or wired) are working. Bring backup chargers, power bars, and USB cords.

• Confirm Deliverables: Double-check that everything promised by the event organizers - like your furniture rental, power drops, signage, or carpet—is in place. Contact the floor manager early if anything is missing.

• Stock & Restock: Refill brochures, business cards, promotional items, and giveaway forms. Keep extra materials stored neatly behind counters or under tables.

• Brief Your Team: Do a final team huddle to review key talking points, lead capture procedures, and daily goals. Keep the energy up and morale high!

When your setup is clean, organized, and tech-ready, your team can focus on what really matters - connecting with visitors and making meaningful impressions.

8. Post-Show Follow-Up (Within 1 week after)

The show may be over, but your work isn’t! Reach out to leads while your brand is still fresh in their minds. Personalize your follow-ups based on conversations you had and be sure to talk about specific needs, products, or demos they showed interest in. Share a thank-you message, useful resources, or a limited-time offer to keep the momentum going. Consider sending a post-show email campaign and updating your CRM to track which leads convert over time. Your follow-up is where the real ROI happens.

Conclusion: Plan Ahead, Show Up Strong, and Maximize Every Opportunity

A successful trade show display doesn’t happen by accident - it’s the result of careful planning, attention to detail, and having the right partners by your side. At Westkey Xibita, we help brands across Canada bring their trade show presence to life with creative, functional, and high-impact rental and custom display solutions. From budgeting and booth design to shipping, setup, and post-show follow-up, every step matters.