The Q1 Trade Show Planning Checklist is a practical, one-page framework for exhibitors who want more than visibility. This resource helps you align booth design, marketing preparation, buyer engagement, lead generation, and post-show follow-up into a cohesive strategy that drives measurable ROI. Whether you’re preparing for CES, NRF, Expo West, or a full trade show calendar, this checklist turns planning into performance—before, during, and after the show.

Q1 Trade Show Planning Checklist

A practical guide for exhibitors planning CES, NRF, Expo West, and other first-quarter events.
Design Tip: This checklist is ideal for turning into a single-page graphic for team alignment, client presentations, or internal planning sessions.

Strategy & Goals

·       Define primary objective (leads, sales, partnerships, brand awareness).

·       Identify target audience and priority buyer segments.

·       Align messaging with annual marketing and sales goals.

·       Confirm KPIs for success (leads, meetings, conversions, ROI).

Booth Design & Experience

·       Confirm booth size, location, and configuration.

·       Assess if a new build, refresh, or modular update is needed.

·       Plan interactive elements, demos, and storytelling zones.

·       Ensure brand messaging is clear from 20+ feet away.

·       Design for efficient traffic flow and meeting space.

Logistics & Operations

·       Confirm show deadlines for drayage, electrical, internet, and rigging.

·       Book shipping, storage, and I&D support.

·       Reserve hotels and travel for team members.

·       Prepare contingency for rush fees or late changes.

Marketing & Buyer Engagement

·       Launch pre-show email and social campaigns.

·       Schedule meetings with priority prospects in advance.

·       Prepare digital and print collateral.

·       Plan on-site content capture (photos, video, testimonials).

·       Design booth flow to support conversations, demos, and storytelling.

Staffing & Training

·       Assign booth roles (greeters, demo leads, closers).

·       Train staff on messaging, demos, and lead qualification.

·       Prepare FAQ and objection-handling scripts.

·       Confirm dress code and daily schedules.

Lead Generation & Follow-Up

·       Test lead capture tools (badge scanners, apps, forms).

·       Define lead categories and qualification criteria.

·       Assign ownership for post-show follow-up.

·       Schedule post-show reporting and ROI review.

Post-Show Optimization

·       Debrief with team within 72 hours.

·       Analyze KPIs vs. goals.

·       Identify improvements for next event.

·       Plan refresh or updates for upcoming shows.