Trade Show Checklist: 12-Month Planning Timeline and What to Bring

The checklist

Trade show planning checklist

Grey labels name the source of each step; unlabelled steps are our own practice notes.

0 of 29 done

12 months out

Pick the shows and set the budget
Book your space early for a better spot and early bird ratesThe Trade Group

10 months out

Choose booth size and type from the floor planThe Trade Group
Start pre-show marketingThe Trade Group

6 to 9 months out

Send your brief to 3 to 5 booth builders and compare quotes
Design the booth: structure, lighting, signage and graphicsThe Trade Group
Write the staff pitchThe Trade Group
Ask the city and venue about permits if you plan a double deckIAEE

3 to 6 months out

Order giveawaysThe Trade Group
Plan shipping to the show and backThe Trade Group
Start staff trainingThe Trade Group
Send hanging sign and multi-story drawings for approval; PPAI Expo 2026 wanted them 90 days aheadPPAI
Tell the show if you use your own install company (EAC) and send its certificate of insuranceGES, ASTRO

1 to 3 months out

Order and pay for show services by the discount deadlineGES
Order electricity and labor in advanceGES
Order lead retrievalPPAI
Book meetings with prospectsThe Trade Group
Book travel and hotelsThe Trade Group
Ship to arrive by the target dates, to the advance warehouse or direct to the showGES

1 week out

Confirm your booth and materials will arrive on timeThe Trade Group
Rehearse the pitch and demosThe Trade Group
Pack the booth kit: tools, tape, chargers, cables, cleaning supplies, spare graphics
Pack sales kit: lead capture app or scanner, business cards, product samples

At the show

Check in at the service desk and confirm your orders
Test power, screens and lighting before the doors open
Log every lead with a note on what they asked

After the show

Follow up with every prospectThe Trade Group
Measure cost per lead and ROI
Book storage or return the rental

Brief builders with the RFP template. Move in and out step by step: how to set up a booth. After the show: trade show ROI.

Real deadlines

What show deadlines look like

Two 2026 shows, as their organizers published them. Your exhibitor manual has your dates.

Show	Deadline	Source
PPAI Expo 2026	EAC form and lead retrieval order by December 4, 2025; advance warehouse open December 10 to 31; contractor early pricing December 12; venue early pricing December 23; move in January 9 to 12	PPAI
PPAI Expo 2026	Multi-story and hanging sign drawings 90 days ahead; canopy requests 60 days ahead; insurance kept through move in and move out	PPAI
ASTRO 2026	August 21: GES discount deadline, booth and rigging renderings for booths of 400 sq ft and more, EAC notice and its certificate of insurance; all booths set by 8 pm on September 26	ASTRO

Sources

Sources for this guide

What each source says, in its own words where we could quote it, with its date. Older research is marked by its year.

What the source says	Source	Dated
Exhibit house timeline: 12 months out, start planning "at least 12 months ahead" and register early to "secure a prime spot on the trade show floor" using early bird rates. 10 months: choose booth size and type from the floor map and begin pre-show marketing. 6 to 9 months: booth design (lighting, signage, graphics) and staff pitch. 3 to 6 months: order giveaways "within 3- to 6 months before the show", plan shipping, begin staff training. 1 to 3 months: book meetings with prospects, finalize travel. 1 week: rehearse and confirm arrival dates of booth and materials. After: follow up with prospects.	The Trade Group	2024-08-20
Show organizer deadlines, PPAI Expo 2026 (move-in January 9 to 12, show January 13 to 15, 2026): "Exhibitors must submit the EAC Form to PPAI Show Management by December 4, 2025" (a $250 fee applies); lead retrieval order also due December 4, 2025; Freeman advance warehouse shipping begins December 10, 2025 and the last day the advance warehouse accepts shipments is December 31, 2025; Freeman early pricing deadline December 12, 2025; venue early pricing (AV, rigging, electrical, internet, cleaning) December 23, 2025.	PPAI	As of 12.9.2025
Structural approvals, PPAI Expo 2026: multi-story exhibits: "Exhibitors must notify PPAI Show Management in writing no later than 90 days from the opening date of event" with engineering-stamped documents; hanging sign proofs and dimensions are due at least 90 days before move-in; canopy requests are due "no later than 60 days before the event's opening date." Insurance coverage must be maintained through move-in and move-out.	PPAI	As of 12.9.2025
Organizer deadlines, ASTRO 2026 Annual Meeting exhibits: August 21 is the "Discount Deadline for GES Orders", the date "Booth Renderings Due" and "Rigging Renderings Due" for booths 400 square feet and larger, and the deadline for notification of intent to use an EAC plus the EAC certificate of insurance. Exhibitor housing opens April 9; "ALL Booths must be set by 8:00 p.m." on September 26.	ASTRO	2026
General contractor pre-show checklist items: "Know important dates and deadlines." "Pay your balance by discount deadline to secure discount rates." "Submit EAC (Exhibitor Appointed Contractor) and COI (Certificate of Insurance) Info". "Order labor in advance to avoid last minute added costs." "Remember to order electricity". "Ensure you ship materials to arrive by correct target dates."	GES	2025
Multi-story builds need extra lead time: many cities treat multi-story exhibits as structures needing prior approval from the facility, local government and organizer, and a city building permit is generally required; IAEE advises exhibitors to get local building rules early so they meet deadlines.	IAEE	2023

Real booths

Booths built by vetted builders

From the portfolios of builders listed on Exhivo. Open a builder to see more of its work, then brief the ones you like.

Custom trade show booth for PayPal, from the builder's portfolio — Custom · PayPalSee the builder

Island trade show booth, from the builder's portfolio — IslandSee the builder

Custom trade show booth for Array BioPharma, from the builder's portfolio — Custom · Array BioPharmaSee the builder

Modular trade show booth, from the builder's portfolio — ModularSee the builder

Custom trade show booth for Tetra Pak, from the builder's portfolio — Custom · Tetra PakSee the builder

Photos belong to the builders who built them. A brand is named only where the builder's own portfolio names it.

Questions

Common questions

How far in advance should you plan a trade show?

At least 12 months: book space early for a better spot and early bird rates, choose size and type around 10 months out, design 6 to 9 months out, and order giveaways and plan shipping 3 to 6 months out (The Trade Group).

What should I bring to a trade show booth?

Your booth kit (tools, tape, chargers, cables, cleaning supplies, spare graphics) and sales kit (lead capture, business cards, product samples), plus anything the show manual says you must have on site, such as your contractor's insurance certificate.

What deadlines do trade shows set?

Usually an EAC notice with its certificate of insurance, a discount deadline for show services, an advance warehouse window and approval dates for hanging signs and multi-story builds. At PPAI Expo 2026 the EAC form was due December 4, the advance warehouse closed December 31 and move in started January 9.

More on trade show booths

Booth types

Booth sizes

Rentals and prices

Builders by city

Booth rentals by city

Convention centers

Trade shows by industry

Services

Upcoming shows

SEMA Show
Los Angeles Build Expo
Small Business Expo Dallas
The Liver Meeting (AASLD)
International Quilt Festival
IAAPA Expo
RSNA Annual Meeting
CES

Full trade show calendar

Trade show booth builders in the US Trade show booths Trade show calendar Booth builders by city Convention centers Trade show exhibit companies Trade show services Trade show guides Trade shows by industry Get trade show booth quotes How to find a booth builder

Trade show checklist