EXHIBITOR RESOURCE GUIDE
How To Prepare for a Trade Show and Avoid Unexpected Costs
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Quick Answer: How Do You Prepare for a Trade Show?
Start with the show’s current exhibitor manual or Quick Facts. Record the deadlines for booth approvals, graphics, shipping, show services, and move-in. Confirm what your exhibit rental includes, plan for costs billed by the show or venue, and share the details with your exhibit partner early.
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Preparing for a trade show involves much more than designing your booth. From reviewing show deadlines and planning shipping to ordering electrical services and understanding move-in procedures, there are many details that need to come together before the event begins.
An experienced exhibit partner can help you sort through much of this planning. LV Exhibit Rentals supports the design, production, transportation, installation, and dismantling of trade show exhibits according to your rental agreement. Your show or venue may still require separate service orders and payments. Knowing which details belong to your exhibit partner and which belong to the show helps you plan confidently and avoid surprises.
Use this guide and the trade show checklist below to understand what needs to happen before your event, which costs to plan for, and where LV Exhibit Rentals can help.
Key Takeaways
- Start planning as soon as you commit to a trade show. Important deadlines can occur months before the event.
- Review the show's Quick Facts and exhibitor manual to understand requirements and deadlines.
- Know your move-in, move-out, shipping, rigging, electrical, and other service deadlines.
- Understand which services are part of your exhibit rental and which are provided separately by the show or venue.
- Plan your complete trade show budget—not just the cost of your booth.
- Share your show information with LV Exhibit Rentals early so our team can help coordinate the details.
1. Start Planning Early
Start planning once you've committed to an event, even if the show is several months away.
Shows set advance deadlines for artwork, shipping, electrical service, rigging, and other logistics. Some deadlines also determine whether discounted service rates are available.
Waiting until the final weeks may limit your options or increase costs.
Starting early gives you time to:
- Develop your booth concept
- Finalize graphics and artwork
- Determine booth functionality and layout
- Review show requirements
- Identify electrical and rigging needs
- Plan shipping
- Order show services
- Coordinate installation and dismantling
- Prepare marketing materials and promotional items
- Take advantage of advance pricing where available
The earlier you begin, the more time your team has to identify and address potential issues before they become last-minute problems.
As soon as you know the event, booth size, and show dates, share them with LV Exhibit Rentals. Our team can begin discussing a booth layout and the exhibit-related details that need to be coordinated before setup.
2. Review the Exhibitor Manual and Show Requirements
After registering for a trade show, locate the show's Quick Facts, exhibitor manual, or official exhibitor information.
This should be one of your first steps because it provides the basic information you need to build your trade show timeline.
Depending on the event, Quick Facts may include:
- Show dates
- Show hours
- Move-in dates and times
- Move-out dates and times
- Advance warehouse deadlines
- Direct-to-show shipping deadlines
- Rigging requirements
- Electrical information
- Food and beverage policies
- Cleaning requirements
- Material handling information
- Booth rules and regulations
- Hanging sign requirements
- Ordering deadlines
- Advance pricing deadlines
- General service contractor information
Every show is different. Do not assume that the procedures or deadlines from your last trade show will apply to your next one.
If you have a current exhibitor manual or service kit, send it to our team. It gives us the show-specific rules and deadlines we need to consider when planning your exhibit.
Check the dates and requirements for your specific event rather than relying on past show instructions.
3. Create a Trade Show Deadline Calendar
Once you've reviewed the exhibitor manual, organize the important dates into one calendar. Note who is responsible for each task and whether missing a deadline could affect the cost or timing of your exhibit.
For example, a show contractor may offer advance pricing for electrical, rigging, shipping, or other services. After the advance deadline passes, the same service may cost more.
Your deadline calendar should include:
| Deadline | What To Check |
|---|---|
| Booth Design | When does your exhibit need to be finalized? |
| Artwork | When does artwork need to be submitted? |
| Rigging | When must hanging signs or rigging be ordered? |
| Electrical | When must power be ordered? |
| Shipping | When is the advance warehouse deadline? |
| Direct-to-Show Freight | When can freight arrive at the show? |
| Show Services | When do advance rates expire? |
| Move-in | When can your booth be accessed? |
| Show Hours | When must the booth be staffed? |
| Move-out | When can dismantling begin? |
Keep these dates in one calendar along with the person responsible for each task. Add reminders before the deadline and confirm whether a service must be ordered, paid for, or physically received by that date. Share the calendar with your exhibit partner so everyone has the same schedule.
4. Confirm Move-In and Move-Out Schedules
Getting your booth to the convention center is not as simple as sending a truck to the building whenever you are ready.
Large trade shows use carefully coordinated move-in procedures. Freight may be scheduled according to the show's logistics, warehouse procedures, targeted move-in times, or other requirements.
Follow the show's instructions for carrier check-in and delivery to your booth space.
Your Quick Facts should tell you when move-in begins and provide information about how freight should arrive. Your exhibit partner can also help you understand how your booth fits into the show's installation schedule.
Plan for the end of the show, too. Confirm when dismantling can begin, how empty containers are returned, and when your carrier must collect outbound freight. Missing pickup or removal instructions can result in additional handling or transportation charges.
Knowing the move-in schedule is important when planning:
- Freight
- Installation
- Travel
- Hotel stays
- Staff schedules
- Booth setup
- Product deliveries
5. Identify Electrical and Rigging Requirements
Electrical and rigging are two services that should be considered during the booth design process—not after the exhibit is already finalized.
If your booth requires lighting, monitors, charging stations, product demonstrations, or other powered elements, determine how much electrical service you will need and where it needs to be located.
Similarly, if you plan to use a hanging sign or other overhead element, check the show's rigging requirements early.
The show may have specific rules regarding:
- Hanging signs
- Sign dimensions
- Rigging points
- Height restrictions
- Electrical locations
- Power requirements
- Installation procedures
- Ordering deadlines
Planning these elements early allows them to be incorporated into the exhibit instead of becoming last-minute additions.
6. Understand Shipping and Material Handling
Trade show shipping and material handling are not the same service. Shipping covers freight transportation to or from the event. Material handling, also called drayage, generally covers receiving freight and moving it from the loading area to your booth, along with related handling during the show. The show’s contractor often bills for material handling separately.
Plan both the trip to the show and the return shipment after it ends.
Your show materials may be shipped to an advance warehouse or directly to the convention center depending on the event's instructions and deadlines.
The Quick Facts should explain the available shipping options and deadlines.
Check which of these costs apply to your shipment:
- Freight transportation
- Advance warehouse receiving
- Material handling
- Storage
- Special handling
- Outbound freight pickup and related handling
Sending freight according to the show's instructions and deadlines can help prevent unnecessary complications and additional expenses.
LV Exhibit Rentals can help coordinate exhibit transportation and logistics as part of the turnkey process, but exhibitors should still understand how their show's shipping procedures work.
7. Understand What's Included in Your Booth Rental
A turnkey booth rental is designed to simplify the exhibiting process, but it is important to understand exactly what is included in your package.
Depending on your agreement, your exhibit rental may include:
- Custom booth design
- Exhibit production
- Graphics
- Furnishings
- Transportation
- Installation
- Dismantling
However, the trade show may separately require services such as electrical, rigging, internet, cleaning, material handling, lead retrieval, or food and beverage.
These aren't automatically part of your rental price. They may be billed separately by the show, venue, or approved contractors.
Reviewing both sets of costs before the show helps you build a more complete budget.
| Service | Common arrangement |
|---|---|
| Booth design and production | Usually your exhibit partner. |
| Installation and dismantling | Your exhibit partner or an approved labor provider, depending on show rules and your agreement. |
| Electrical connections and rigging | Usually a show-designated or approved provider. |
| Freight transportation | Your exhibit partner, your company, or a carrier, depending on the arrangement. |
| Material handling (drayage) | Usually the show’s general service contractor. |
| Internet and cleaning | Usually the venue or a designated provider. |
These are common arrangements, not guarantees. Your exhibit partner may coordinate a service that another provider performs or bills. Confirm who orders, completes, and pays for each service before the event.
8. Build a Complete Trade Show Budget
When budgeting for a trade show, look beyond the booth rental.
Consider the full cost of participating in the event, including:
Exhibit Costs
- Booth rental
- Custom graphics
- Furnishings
- Displays
- Lighting
- Technology
- Storage
Show Services
- Electrical
- Rigging
- Internet
- Cleaning
- Material handling
- Lead retrieval
- Other required services
Transportation
- Freight
- Shipping
- Advance warehouse receiving
- Related logistics
Staffing
- Travel
- Hotels
- Meals
- On-site staffing
Marketing
- Promotional materials
- Giveaways
- Product samples
- Pre-show marketing
- Sponsorships
For each budget category, record the provider, expected or quoted cost, payment deadline, and the person responsible. This makes it easier to identify services that haven't been priced yet and avoid counting the same cost twice.
9. Avoid Late Fees and Other Unexpected Trade Show Costs
As you review your Quick Facts, look for language such as advance rate, discount deadline, early-bird pricing, or standard rate.
These deadlines are easy to overlook, particularly when the show itself is months away.
Ordering services before the advance deadline may allow you to take advantage of lower pricing. Missing the deadline may result in a higher rate for the same service.
Add the advance-rate cutoffs to your deadline calendar as soon as you have the service kit.
Beyond advance-order rates, check the show’s policies on late freight, special handling, labor outside standard hours, last-minute design changes, and missed outbound freight pickups. These situations may create extra charges, depending on the event. The exhibitor manual and contractor rate sheets will tell you what applies.
10. Understand the Show's Additional Rules
Every trade show has its own regulations.
Some events may have specific requirements for:
- Booth height
- Hanging signs
- Lighting
- Demonstrations
- Food and beverage
- Sound
- Product displays
- Vehicles
- Flooring
- Accessibility
- Fire safety
- Shipping
- Installation
A booth design that works perfectly at one event may need to be modified for another.
LV Exhibit Rentals can help you design an exhibit that meets your show's requirements, but providing the event information early is essential.
11. Know What to Expect From Your Exhibit Partner
A good exhibit partner helps turn your booth goals into a practical plan, with clear responsibilities for the work before, during, and after the show.
Share the show name and dates, booth size, floor plan, exhibitor manual, and what you want visitors to do in your space. These details help your partner plan the layout and identify requirements that affect design, shipping, installation, and dismantling.
Review the quote together so you know what is included and which services must be ordered separately. Confirm who will place each order, track its deadline, and pay the provider. If your partner is coordinating a service on your behalf, make sure that responsibility is documented.
Keep the latest plans, deadlines, and contact details in one shared place. Agree on who to call if a show requirement or delivery schedule changes, so your team can respond quickly.
Questions To Ask Your Exhibit Partner
- Which exhibit design, shipping, installation, and dismantling services are included in our quote?
- Which show or venue services must be ordered separately, and who will place the orders?
- Who is responsible for material-handling charges and return freight?
- Which approval, graphics, and advance-pricing deadlines affect our exhibit?
- Who should we contact if a show requirement or delivery schedule changes?
MAKE YOUR PLAN
Your Trade Show Preparation Checklist
Use this trade show checklist when you receive the current exhibitor manual, and return to it as the event gets closer. Assign a person and deadline to each item rather than relying on one person to remember every detail.
One page. Fill it in digitally or print it for your team.
Before your trade show, make sure you have:
Get Help Preparing for Your Next Trade Show
Knowing the show’s deadlines and service requirements is an important first step. Having a reliable exhibit team to help with the booth-related work can make the process easier to manage.
LV Exhibit Rentals offers turnkey exhibit rental support, from booth design and production through transportation, setup, and dismantling, based on the services included in your quote. We can help you identify how the exhibit fits the event’s requirements and coordinate the responsibilities we’ve agreed to handle.
Tell us your show name, dates, booth size, and what you have in mind. Our team can discuss your exhibit options, explain what’s included, and help you determine the next steps.
Frequently Asked Questions About Trade Show Preparation
When should I start preparing for a trade show?
Start as soon as you commit to exhibiting. Review the event’s current service kit and advance-rate deadlines before finalizing the booth. The schedule will depend on the show and how complex your exhibit is.
What fees should I expect besides the booth rental?
Depending on the event, separate expenses may include electrical service, material handling, rigging, internet, cleaning, freight, travel, staffing, and marketing. Check the exhibit agreement and the show’s official contractor price lists.
What is the difference between shipping and drayage?
Shipping is the transportation of freight between locations. Drayage, also called material handling, generally covers receiving and moving it within the trade show operation, such as from the loading area to your booth.
Does a turnkey booth rental include show fees?
Not necessarily. A turnkey rental may include design, production, transportation, installation, and dismantling, while the venue or show contractor separately bills certain services. Your quote should clarify exactly what is included.
What should I send LV Exhibit Rentals before the show?
Share the show name and dates, booth location and dimensions, floor plan, current exhibitor manual, artwork requirements, planned equipment or demonstrations, and any important service deadlines.