Threw a trade show on you with little warning? You're not alone — "the first convention is in September and they've just thrown this on me" is one of the most common posts on r/tradeshows. Generic checklists forget the parts that actually bite: the service manual deadlines, the pre-filled outbound bill of lading, and the fees that are all extra. This generator builds your checklist from your actual show parameters — booth size, team, and what you're bringing — so nothing on this page is filler.
Why generic checklists fail first-time exhibitors
A blog post can tell you to "bring signage." It can't tell you that at your venue, everything is extra — electrical, cleaning, internet, even a second chair — and each of those is a separate order form with its own deadline in the service manual. The three things first-timers miss most:
- Service manual deadlines. Ordering electricity, rigging or cleaning after the advance deadline costs 20–50% more. The manual is your friend; read it twice.
- Material handling (drayage) & the outbound BOL. Your crates don't walk out of the hall. Ask your decorator for the pre-filled outbound bill of lading before move-out — that's how shipping out works without a scramble. See our drayage guide.
- Hidden fees. Corner charges, EAC fees, material handling minimums… the list is longer than the booth quote suggests. Full list on the hidden fees checklist.
Know your all-in budget before you commit
Booth space is only 20–30% of the real cost. Run the free calculator while your checklist is fresh.
Open the Booth Cost Calculator →FAQ
How is this different from a printable exhibitor checklist PDF?
Most PDFs are one-size-fits-all. This generator adds or removes items based on your booth size (islands need rigging planning), exhibit type (food needs sampling permits), and shipping origin (international needs customs paperwork). The list matches your situation, not an imaginary average exhibitor.
When should I start my trade show checklist?
For a standard 10×10 booth, 3–4 months out is comfortable; 6+ months for larger booths or international shipping. The killer deadlines are in the service manual — usually 30–60 days before move-in for discounted "advance" rates on utilities and labor.
What do first-time exhibitors most often forget?
Three things: ordering utilities (electricity/internet) at advance rates, arranging outbound shipping with a pre-filled bill of lading, and staffing basics like badge registration and lead capture. All three are in this checklist.
Is my data uploaded anywhere?
No. The checklist runs entirely in your browser and your checks are saved to your browser's local storage only.
Related: Exhibits List Generator · Hidden Fees Checklist · Drayage Explained · Budget Template · Compare Builder Quotes