Trade show planning can feel overwhelming—especially when you’re juggling multiple events, tight deadlines, and team coordination. I’ve done hundreds of shows over the years, and trust me, I’ve made all the mistakes so you don’t have to. Through trial and error, I’ve developed a streamlined approach that takes the chaos out of the process.
If you’re looking to save time, reduce stress, and set your team up for success, here’s how I make show planning a breeze:
✅ 1. Start with a Shared Checklist
One of the best ways to keep your team aligned is by using a simple shared Google Sheet as your master checklist. Be sure to include the following columns:
- Task Name
- Assigned To
- Department
- Due Date
- Status (use checkboxes!)
- Completion Date
- Notes
This structure helps everyone stay on track and gives you real-time visibility into where things stand. Need a template? Download this tried-and-true trade show checklist template here!
📦 2. Label Everything
When packing for a show, take the time to clearly label every single box. There’s nothing worse than arriving at your booth with a pallet of unmarked boxes and no clue where anything is—or worse, where the box cutter is to open them!
Use a thick Sharpie or printed labels to mark:
- What’s inside the box
- Which section of the booth it belongs to
- (Bonus!) A photo showing how those items should be arranged in the booth
Pro Tip: Pack items by booth section—like reception, demo area, or office space. It makes setup smoother and faster!
🗂️ 3. Keep an Email Folder for Each Show
Trade show planning comes with an overwhelming onslaught of emails—from shipping updates and vendor instructions to hotel and flight confirmations. To avoid wasting time digging through your inbox, create a dedicated email folder for each show.
I include everything relevant in that folder, such as:
- Flight and hotel confirmations
- The show’s exhibitor manual
- Shipping and tracking emails
- Communications with vendors or show contacts
This simple system makes everything easier to find and helps prevent details from getting lost—especially when planning multiple shows that are close together on the calendar. It’s helped me avoid confusing details or mixing up logistics when managing multiple shows back-to-back.
👷♂️ 4. Don’t Forget the Trade Show Holy Trinity
Every single show, without fail, you will need tape, a box cutter, and a marker—I call these the Trade Show Holy Trinity. These three items are essential for setup and quick fixes, and forgetting even one can cause serious frustration during load-in and move out.
In addition to those must-haves, be sure to bring:
- A power strip
- An extension cord
- Zip ties
- Two large boxes of pens
Yes—pens. You’ll be shocked at how quickly they disappear over just a couple of days. Having plenty on hand will save you from scrambling mid-show.
Final Thoughts
Trade show success doesn’t come from last-minute scrambling—it comes from preparation, organization, and knowing where to focus your energy.
By building a reliable checklist, staying on top of communication, labeling your materials, and bringing the right tools, you’ll eliminate many of the common pain points that come with show planning. Don’t hesitate to bring in professionals when the task goes beyond your team’s capacity.
These small, strategic steps can make a huge difference in how smoothly everything runs, helping you stay focused on what really matters at the event.
Taylor Means is a seasoned expert in sales, marketing, and brand strategy, with over 16 years of hands-on experience driving business development across every phase of growth within the adult industry. Known for her strategic insight and creative approach, Taylor has a proven track record of transforming fledgling brands into award-winning names—some in as little as six months. Her work has earned multiple industry accolades, and her extensive global network spans the top distributors and retailers in the adult space. Taylor’s services are designed to accelerate brand visibility, craft targeted marketing campaigns, and deliver measurable sales growth. Whether you’re launching a new product line or looking to elevate an established brand, Taylor delivers the strategy, execution, and industry connections to turn ambition into achievement.
