How to Prepare for Printing Trade Shows

How to Prepare for Exhibiting at a Printing Trade Show

Printing trade shows are big events for print businesses. This is because they’re a massive opportunity for networking, learning, finding deals, getting customers and promoting products. But they can also feel overwhelming to prepare for, especially if you’re a first time exhibitor.

To help print professionals who are planning to exhibit at a print industry trade show, we’ve created a checklist to help you prepare your booth or table, so follow along and get ready for a productive trade show.

The Exhibitor’s Pre-Show Planning Checklist

After you’ve registered as an exhibitor and receive your confirmation, we recommend you begin planning at least 2 months in advance of the show.

☐ Plan your booth or table design

We have some photos of exhibitor booths and tables at the end of this article, so be sure to read to the end.

☐ Order your setup materials and services

Having professional setup materials and services is important. However, depending on your design plan, the size of the show and the space that you have as an exhibitor, you may only need some of what we list here:

• Electrical services
• WiFi
• Carpet
• Underpad (recommended if you plan on standing all day)

Order the above well in advance. Typically trade shows will offer an “advanced” rate on these services that is up to 20% off regular rates. This is usually applicable a month or so before the show and is a big money saver.

☐ Book accommodations if trade show is out-of-town

☐ Decide on a goal

What is the main reason you are going to exhibit at this trade show? For example, it could be to:

• Capture leads
• Promote new products
• Promote a special offer
• Find potential partners or suppliers
• Learn more about a particular aspect of the industry
• Or any other goal that would be beneficial for your business

Then you can decide what to bring to the trade show should be based on your goal.

☐ Prepare necessary electronic devices

Some trade shows provide lead capturing devices (e.g. scanners). You should therefore check with the organizers to see what they provide.

• Obtain any other electronic devices that you currently don’t have
• Set up device
• Install necessary applications
• Test it out
• Have a backup in case of technical difficulties

☐ Make sure your website is working and up to date

In addition, you may also want to do the following:

• Audit website
• Set up any necessary landing pages

☐ Make sure your social media is up-to-date

After all, you don’t want them to see that the last time you posted was 2 years ago.

☐ Tell everyone you’re going to the event

We recommend doing this through:

• Your newsletter
• Audit website
• Your social media accounts
• Any other communication method your business has

☐ Print materials for your booth or table

You’re a print business, so show off your printing services with print! We recommend using these print products:

• Pull up banners
• Business cards
• Postcards
• Brochures
• Printed samples
• Promotional items to hand out (pens, stickers, etc.)
• Company apparel printed (t-shirts) for your staff
• Other print items that highlight your products and services (presentation folders, display boards, flyers, etc.)

☐ Buy or rent all necessary setup and tear-down tools

This includes trolleys, carrying cases, duct tape or anything else that will help make setting up and tearing down easier.

☐ Make transportation arrangements

☐ Schedule and train staff

Have at least 2 people at your booth so that you don’t lose any opportunities to talk to people, as some of them aren’t willing to wait for you to finish speaking to another attendee. Moreover, having an extra person ensures that your booth won’t be empty at lunch.

☐ Have all the necessary information about the trade show

• Address of the venue
• Your booth or table number
• Your badge or registration code
• Emergency contact information
• Hours of show
• Program schedule
• Dimensions of your booth or table
• Map of the venue
• The venue WiFi info
• Important people or businesses that you want to interact with at the show

☐ Plan post-show follow up

Reach out to the people and businesses you interacted with at the show so that you don’t lose leads or potential opportunities.

Printing Trade Show Booth and Table Examples

Need some ideas on your booth or table design? Get inspired with these examples, all created by printing businesses at real trade shows.

We wish you an excellent trade show experience!

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