This second part of a two-part
checklist was compiled with the assistance of Candace Adams, CTSM,
CME, CEM, CMP, CMM, founder of “The Booth Mom” Trade Show
Consulting (www.BoothMom.com), based in Vista, Calif.
Determine a complete shipping
Determine if shipment will be sent to
a warehouse in advance or if it will be sent directly to the
Determine mode of transportation
(i.e., common carrier, van line, air freight, company
Request shipping quotes. Evaluate
quotes and award contract to shipper.
Finalize information with carrier,
exhibition facility, corporate warehouse, etc., regarding shipping
Print or obtain two sets of shipping
labels (to facility and from facility).
Select installation and breakdown
Notify show management if using an
Confirm that the contractor has
completed all required paperwork and payments.
Pick up badges at exhibitor
Confirm on-site services at the
respective contractors’ service desks.
Confirm inbound shipment
Supervise exhibit and equipment
Deliver press kits to press
If spaces weren’t assigned in
advance, confirm with show management personnel the date/time for
on-site booth space selection.
Pick up rented lead-retrieval
Provide in-booth orientation and
Hold meetings with staff at the end
of each shift, and make any changes as needed based on the feedback
It’s a good idea to audit the general
services contractor, the subcontractor and facility utility
invoices for accuracy.
Pick up blank bill of lading from
general services contractor service desk.
At Show Close
Return lead-retrieval system.
Return rented show phones/cell
Retrieve extra press kits from
official press room.
Supervise dismantling of equipment
Supervise repacking of all exhibit
properties and label for shipment; complete bill of lading.
Turn in bill of lading at general
services contractor’s freight desk before leaving show site.
Submit personal expense report.
Write thank-you notes to booth
staffers, vendors and the show staff.
Distribute post-show staff surveys;
be sure to follow up; compile the results.
Measure/analyze return on
Audit final invoices; finalize show
Hold post-show team meeting to share
results and solicit improvement-based feedback.
Compose post-show analysis report and
executive brief; distribute to all stakeholders.