25 Things Event Organizers Often Forget in Their Trade Show Planning Checklist

If you're an event organizer, you already know how much work it takes to plan a trade show. It’s not just about booking booths and inviting people. Many small things need to be done. And sometimes, we forget these small things—even the important ones.

That’s why we made this blog for you. It’s a full trade show planning guide with a list of 25 things that people often forget while doing trade show event planning. These small mistakes can cause problems, but with the right trade show planning checklist, you can make sure your event runs smoothly.

Let’s go step-by-step and see what you might be missing when you're planning for trade shows.

Why Do Event Organizers Need a Checklist?

When you’re planning for trade shows, you have to handle so many things—booths, staff, banners, tickets, internet, and more. Even if you’re very organized, it’s easy to forget a few things.

So, having a full checklist helps you remember everything and do your job better.

25 Things That Are Often Forgotten in Trade Show Planning

1. Setting Clear Goals

Before anything, decide what you want from the trade show—like getting leads, selling products, or building your brand.

2. Checking Vendor Deadlines

Vendors (like people who print banners or rent chairs) have their own timelines. Make sure you don’t miss their deadlines.

3. Approving Floor Plan

Look at the event layout early and get it approved. This helps avoid last-minute changes.

4. Extra Badges for Staff

Sometimes we forget to order badges for helpers or support staff. Always order a few extras.

5. Internet Setup

Many booths need Wi-Fi for apps, screens, or sign-ups. Ask the venue if the internet is included or extra.

6. Lead Capture System

How will people collect contact details? Make sure exhibitors have scanners, forms, or apps.

7. Booth Tool Kit

Keep a kit with tape, scissors, chargers, hand sanitizer, tissues—just in case!

8. Important Phone Numbers List

Make a list of phone numbers—like the venue, security, vendors—and give it to your team.

9. Printed Maps

Even though phones are common, many people still ask for paper maps. Keep a few ready.

10. Walkie-Talkies or Group Chats

Big events need good team communication. Use walkie-talkies or create a WhatsApp group.

11. Live Social Media Posts

Post photos, updates, and videos during the event. It helps promote your show.

12. Team Briefing Before the Event

Explain everything to your team—where things are, who’s doing what, what to say to visitors.

13. Lost and Found Box

Always keep a small box for lost items like phones, badges, or keys.

14. Extra Branding Material

Bring extra posters or banners in case something breaks or gets dirty.

15. Snacks and Water for Staff

Your team will be tired. Keep snacks and water ready so they stay happy and focused.

16. Cleaning Items

Wipes, tissues, and cleaning sprays help keep booths and tables neat.

17. Plan for Walk-In Visitors

Leave space in your system for people who register on the spot or come without tickets.

18. Ask Exhibitors to Promote

Tell your partners and vendors to post about the event. It helps with your trade show marketing strategy.

19. Power Strips and Chargers

Exhibitors forget cables all the time. Bring extra extension cords and power banks.

20. Feedback Forms

Ask people how they liked the event. It helps you do better next time.

21. Backup Plan

Always be ready for problems—like if chairs don’t arrive or there’s no electricity.

22. Test All AV Equipment

Test microphones, screens, and lights a day before the event starts.

23. Follow-Up Emails

Prepare thank-you emails or messages before the show ends, so you can send them fast.

24. Track Results

Count how many people came, how many leads were collected, and what feedback you got. This helps in future trade show event management.

25. Write Down What You Learned

Make a list of things that went well or didn’t work. Use it as a guide for your next event.

Make a Simple Trade Show Planning Guide

You should build your own trade show planning guide. This can be a simple document with:

• To-do lists
  
  

• Who is doing what
  
  

• Setup and cleanup plans
  
  

• Contact numbers
  
  

• Promotion steps
  
  

This guide makes trade show planning much easier for everyone.

Don’t Forget Trade Show Marketing

Your trade show marketing strategy is very important. Promote your show early so people know about it. Here’s what to do:

• Post on social media with the event hashtag
  
  

• Email people who came last time
  
  

• Share your booth number and timings
  
  

• Run ads if your budget allows
  
  

This helps bring more visitors to your event.

Event Management Tips for Trade Shows

Good trade show event management means:

• Planning ahead
  
  

• Working smoothly during the event
  
  

• Ending with a proper follow-up
  
  

After the show, talk to your team. Ask what was good, what was bad, and what can be better. This way, each event becomes easier than the last one.

Final Words

Even if you’ve planned many events, it's easy to forget a few small things. That’s why this list of 25 items can be very helpful. It covers the most common things that are missed in trade show planning.

Use this as your go-to trade show planning checklist. It helps your team stay on track, save time, and make your event successful.

Remember: A good trade show marketing strategy, smart planning, and teamwork will help your trade show shine. So next time you’re planning for trade shows, just come back to this blog—and double-check your list!