Recently I was tasked to help with the logistics and setup of the expo-show booth. The client provided the planning phase and objectives so I immediately jumped into building my own list of deliverables, milestones and deadlines.
Below is my list that I tried to follow to my best ability and the client’s response.
This checklist works for any small/medium size booth setup. I decided not to get into nit-picky details of the client preferences so you can add yours or modify the way you see fit.
The key is always the same - fast-paced communication between the client and project manager.
Not to mention I only had 17 days. Are you surprised? 😅
A few questions I found very helpful to clarify with the client before starting any research:
To consider temporary installs (rentals instead of building it from scratch). Why?
It's cost-effective. Saves time when you are on a tight deadline. And, oh boy, I was!
Do not require storage.
The installs/items can get damaged during transportation. Transportation to the next show in another location can be pricey.
Forward any/all correspondence with the organizers that was initiated before you started. Talk through the contract and all the costs that are included.
Confirm the budget and any extras for the contingency plan.
As soon as you start communication with the show organizer make sure they have an onboarding document/webpage. This document/webpage usually contains all the necessary information about logistics.
One of my recent discoveries is the PMA Fresh Summit’s Booth Setup page. You can check it out right here. As an event planner, I want to give a hug to whoever put it together. This is the clarity you are looking for, it answers pretty much all your questions.
Based on detailed instructions let’s get down to the checklist:
Collect all details of the booth items:
Size of the booth
Inventory of the booth
Rental furniture pieces
Installments/built items
Items dimensions/size
Materials/texture (build pieces/flooring/walls)
Designs files (HEX#, size, dimension)
Signage (original files in ai. and vector format)
AV (TV screen and stand, laptops, size, adapters)
2. Find stand contractors. In most cases, the organizer will supply you with a list of trusted vendors to choose from. If that didn't happen, research the local contractors. I usually start with my network first and ask for preferred ones before I hit the google search.
Check emails from the organizers if they already haven’t supplied you with the list of preferred vendors.
3. Determine booth building timeline. I love using a status/stage format - from the "kick off" to "done". **Important to check** Some organizers have booked certain dates for booths to move-in in batches, check with the orgs if they have a specific date assigned to your booth installation:
Floor/walls
Completed
Shipped
Delivered
Installed
Outlets
Completed
Shipped
Delivered
Installed
Produced/built items (welcome desk stand, backdrop, logo sign)
Completed
Shipped
Delivered
Installed
Furniture
Completed
Shipped
Delivered
Installed
AV (TV screen, laptops, adapters, keyboards, ipad holders)
Completed
Shipped
Delivered
Installed
4. Printing materials. Again, work with the local company, recommended, verified. Assuming you already have a trusted printing company - ask for the sample to make sure there are no typos, the quality of the material is good, etc.
3 weeks before the event - receive approved designs
2 weeks before the event - submit for printing
Request a tracking # of the shipment (if possible, an image of the boxes as well)
Get it delivered the day before at the venue
5. Shipping/Deliveries for the move-in & move-out. Check with the organizers:
Days/hours of the booth setup/build
Access for the contractors that builds the booth (badges/bracelets)
Parking permits
Permanent storage if items arrive early (check for extra costs)
Teardown schedule
Arrange the outbound shipping
Keep in mind any labour/union costs
These are the basics to help you to start on your list. Another great resource that one of my colleagues has shared with me is Freeman’s checklist. I love their post-event section. Very helpful.
When I was building this list I was thinking about project structure in Asana (so I can quickly copy/paste it from the google doc) to make it very simple and yet accessible for the team. The goal was when team members access it, they see the process in the big picture and details if needed in one place.
Hope this was helpful. Please, hit me up at alla@astar.events with your tips and tricks, I would love to learn from you and share some of my ideas 🙌🏼
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