Booth logistics checklist
The workshop covers your team, from the first welcome to the next follow-up. This page covers the physical booth and who usually coordinates each task, with the final split agreed in your exhibit contract.
Your checklist is saved in this browser. Clear it any time.
Who handles what
| Your exhibit partner usually handles | Your team usually handles |
|---|---|
Booth design and renderingsDevelops the layout and renderings around your brief and the show’s display rules. | Supplies goals, product needs, and budget; approves the design before work proceeds. |
Structure, graphics, and fabricationBuilds or sources the agreed structure and graphics from approved drawings and artwork. | Supplies brand assets and product details; approves proofs, specifications, and changes. |
Show services orders (electrical, internet, rigging, cleaning)Coordinates orders with the show’s designated providers when this is included in the scope. | Confirms requirements, approves costs, and agrees who submits and pays for each order. |
Shipping to advance warehouse or show siteCoordinates the agreed carrier, packing, labels, delivery window, and return shipment. | Approves the shipping plan and confirms any products or supplies being sent separately. |
Drayage / material handlingCoordinates with the show’s designated material-handling contractor; carrier shipping is a separate service. | Approves handling charges and confirms who orders, pays, and checks delivered freight. |
Installation and dismantle laborArranges labor and supervision within the agreed scope and the show’s labor rules. | Confirms access, approvals, and the person authorized to accept the finished booth. |
Furniture, AV, and flooring rentalSources and coordinates agreed rentals, including delivery, setup, and collection. | Approves quantities and costs; supplies presentation content and confirms device connections. |
Storage between showsStores the agreed exhibit items and records condition when storage is contracted. | Approves storage and repair costs; confirms inventory and the next shipping date. |
Exhibitor registration and staff badgesProvides contractor names and access details for the work they are assigned. | Registers the exhibiting company and staff; checks badge allocations and access hours. |
Lead retrieval rental or appAllows space, power, and connectivity for the agreed devices in the booth plan. | Orders the service, configures lead fields, trains staff, and confirms access to exports. |
Hotel and travelArranges travel for its own crew when required by the agreed scope. | Books staff travel and hotels; aligns arrival and departure with booth responsibilities. |
Certificate of insuranceProvides its own contractor certificate and required contractor paperwork for the show. | Asks its insurer for the exhibitor certificate and submits it to the show’s requirements and deadline. |
Giveaways, literature, and samplesPlans agreed display and storage space; coordinates packing or shipping if included. | Selects and orders quantities; confirms approved content, sample rules, and replenishment. |
Booth staffing and trainingExplains the booth layout, equipment, and setup details your staff need to use it. | Assigns roles and coverage; practices conversations, lead capture, and follow-up in the workshop. Prepare your team in the workshop → |
Every show and contract is different. Confirm responsibilities in writing with your exhibit partner.
Check the next thing.
Keep the booth moving.
Use these timing groups as a planning guide. Follow your show’s actual deadlines, even when they fall earlier.
12+ weeks out
8–12 weeks out
4–8 weeks out
1–2 weeks out
Show days
After the show
Ask your exhibit partner these questions
- What is included in our contract, what is extra, and who approves changes?
- Which services must use the show’s designated contractors, and who orders and pays for each?
- Which design approvals, forms, and order deadlines need a decision from our team?
- What is the inbound and outbound freight plan, including material handling, paperwork, and missed pickup arrangements?
- Who supervises installation and dismantle, and who do we contact if something needs attention on site?
- What certificates must we and your contractors submit, and who handles inventory, storage, and repairs afterward?
Want us to handle the logistics column?
Let’s talk.
Bring your show, booth size, and timeline. We’ll confirm the scope, responsibilities, and next deadlines with you.
Talk through my exhibit ↗