The holidays are a magical time, full of celebration, travel, and well-earned rest. But if you’re prepping for a trade show in January or early Q1, they can also bring a unique challenge: How do you stay on track when your team, vendors, and partners are moving at holiday-season speed?

The good news: with the right planning, partnership, and intentionality, you can head into show season energized not overwhelmed.

Whether you’re gearing up for CES, PGA, AHR, NRF, SHOT Show, or any Q1 industry event, here’s your roadmap to making sure your exhibit, your team, and your brand are ready to hit the ground running.

A Practical, Human Guide for Exhibitors Navigating the Busiest Season of the Year 

1. Lock in Key Decisions Before PTO Season Peaks

The biggest holiday trap isn’t tasks, it’s timing. Teams disperse, vendors slow down, and last-minute approvals can stall progress fast. What to finalize before mid-December:

·      Final booth design approvals

·      Graphics and messaging

·      Show service orders

·      Electrical and rigging layouts

·      Shipping deadlines and carrier reservations

·      Staffing schedules and travel plans

This is where Radical Intentionality matters. Every early decision becomes one less fire drill in January.

2. Partner Early With Your Exhibit House (We Promise, We Make it Easier)

Holiday schedules can shrink fabrication timelines. Your exhibit house should help keep everything moving even while your internal team takes well-deserved time off. At Steel City Displays, we:

·      Pre-build timelines around holiday closures

·      Lock fabrication windows early

·      Help manage show-service ordering

·      QC every element before crating

·      Offer pre-show logistics support

When you have the right partner, the holiday slowdown doesn’t slow you down.

3. Prepare Your Team with Clear Roles and Expectations

Nothing derails a January show faster than a team that wasn’t looped in before the holidays. Before people disappear to eggnog and travel:

·      Assign who’s reviewing final proofs

·      Identify your on-site lead

·      Prepare your booth script + talking points

·      Confirm who’s tracking leads and how

·      Set daily show goals (meetings, demos, scans, conversations)

This is also a great window to reaffirm your brand story and the experience you want attendees to feel. Momentum isn’t created on the show floor; it’s built long before it.

4. Pre-Schedule Your Pre-Show Marketing (Future You Will Thank You)

Holiday inboxes get noisy. Plan to break through the clutter with marketing you can automate in advance. Recommended pre-scheduled content:

·      LinkedIn announcements

·      “Visit Us At Booth #…” social posts

·      Email invitations to prospects

·      VIP meeting requests

·      Teaser content of your booth, product, or experience

·      Paid digital ads targeting attendees

Front-load the work so your team isn’t scrambling between wrapping gifts and wrapping up creative.

5. Ship Early—Holiday Logistics Are No Joke

Freight carriers are at their busiest in November and December, and weather can add risk. To avoid expensive, expedite fees:

·      Ship to the advance warehouse early

·      Avoid end-of-December pickup windows

·      Use carriers that track trade-show freight accurately

·      Confirm warehouse receiving schedules, which often change during holidays

Give your booth the same grace you give holiday travel: earlier is always better.

6. Build Your Lead Capture & Follow-Up Plan Now

Your booth could be stunning but if your follow-up falls flat, you leave money on the show floor. Before break begins:

·      Set up your CRM or lead app

·      Align on qualification criteria

·      Draft follow-up email sequences

·      Prepare post-show nurture paths

·      Assign ownership of lead routing

This is one area where exhibitors win big by planning ahead. January shows reward teams who don’t just show up but follow through.

7. Protect Rest Time While Still Moving Forward

Holiday prep isn’t just about logistics, it’s also about making sure your team comes back energized, not burned out. The most successful exhibitors build a plan that:

·      Prioritizes downtime

·      Aligns tasks around PTO

·      Delegates clearly

·      Communicates early and often

A rested team is a better team. And your booth experience reflects that.

Trade Show Success in January Is Built in December

Holiday-season preparation isn’t about squeezing work into a joyful season; it’s about planning smart, partnering well, and designing with intention. When you do, you start your show season not rushed, but ready.

At Steel City Displays, we believe in The Power of WE—that great experiences come from radical intentionality, thoughtful collaboration, and a shared commitment to building something meaningful.

If you’re gearing up for a Q1 show, we’re here to help you finish the year strong and start the next with momentum. Reach out today!