The Ultimate Checklist for Setting Up Your Portable Trade Show Display Like a Pro

Trade shows offer businesses the chance to showcase their brand, connect with prospects, and make lasting impressions — but how you set up your booth can make or break that opportunity. A well-organized, professional display draws people in. A sloppy or disorganized one? That drives them away.

Portable trade show displays make it easier than ever for small businesses and teams to create stunning booths without needing an army of staff or expensive custom installations. But even with portable gear, setup success still comes down to planning, organization, and execution.

To help you stay on track, here’s your ultimate checklist for setting up your portable trade show display like a pro — from pre-event prep to on-the-ground execution.

✅ Pre-Show Planning (2–4 Weeks Before the Event

1. Confirm Booth Size and Layout

• Double-check your booth’s dimensions (e.g., 10×10, 10×20).
  
• Review any restrictions from the venue (height limits, wall space, etc.).
  
• Plan your display layout: backdrops, tables, counters, accessories.
  

2. Test Your Display Components

• Unpack and assemble all portable displays at least once before the event.
  
• Check for damage, missing parts, or branding errors.
  
• Practice setup and teardown timing — aim for efficiency and familiarity.
  

3. Design & Print Marketing Materials

• Bring plenty of business cards, flyers, and brochures.
  
• Order giveaway items (pens, tote bags, samples, etc.).
  
• Print and pack any required signage or QR code displays for lead capture.
  

4. Prepare Staff and Schedule

• Assign booth responsibilities (setup, engaging attendees, lead tracking).
  
• Train your team on brand messaging and elevator pitches.
  
• Create a schedule for booth staffing, breaks, and networking.
  

5. Organize Transport and Accommodation

• Confirm how your team and display materials are getting to the event.
  
• Book hotel rooms early, ideally near the venue.
  
• Label and organize gear for easy transport and quick booth setup.
  

✅ What to Pack in Your Trade Show Survival Kit

Don’t leave for the event without these essentials:

• ✔️ Extension cords and power strips
  
• ✔️ Gaffer’s tape or Velcro (for cables and securing items)
  
• ✔️ Zip ties and scissors
  
• ✔️ Extra signage or banner clips
  
• ✔️ Portable tools (screwdriver, wrench, etc. — even if tool-free setup)
  
• ✔️ Cleaning wipes and paper towels
  
• ✔️ Extra business cards
  
• ✔️ Pens, notepads, and Sharpies
  
• ✔️ Hand sanitizer and breath mints
  
• ✔️ Snacks and water bottles
  
• ✔️ Phone/laptop chargers
  

Being over-prepared will save you stress on the show floor.

✅ Booth Setup: Day of the Event

1. Arrive Early

• Get to the venue as early as allowed.
  
• Locate your booth, unload gear, and begin setup without rushing.
  
• Double-check that you have access to power, Wi-Fi, or other services as needed.
  

2. Assemble Your Display First

• Start with your backdrop or main display wall.
  
• Add retractable banners, counters, tables, and shelving.
  
• Secure graphics, check alignment, and test lighting if applicable.
  

Pro tip: Step back frequently to assess symmetry and flow.

3. Organize Marketing Materials and Giveaways

• Place business cards and brochures in easy-to-see locations.
  
• Keep giveaways neat — use bins, trays, or branded containers.
  
• Tuck away backup stock under tables or in display counters with storage.
  

4. Set Up Technology

• Test any screens, tablets, or demo stations.
  
• Make sure lead capture forms, QR codes, or apps are working smoothly.
  
• Connect to Wi-Fi and ensure your devices are fully charged.
  

5. Add Finishing Touches

• Add lighting if you have it — properly lit displays get more attention.
  
• Use branded table throws or counters to tie everything together.
  
• Make sure your booth is clutter-free and visually inviting.
  

First impressions are made in seconds — aim for clean, clear, and professional.

✅ During the Show: Keep Your Booth Running Smoothly

• Greet visitors promptly and professionally.
  
• Keep clutter off your tables and floors.
  
• Restock materials and giveaways regularly.
  
• Wipe down surfaces throughout the day — clean spaces attract attention.
  
• Rotate team members to stay fresh and energized.
  

✅ Breakdown and Post-Event Wrap-Up

1. Teardown Smartly

• Pack display items carefully to avoid damage.
  
• Use your packing checklist to make sure nothing gets left behind.
  
• Label components for easy unpacking at the next event.
  

2. Debrief Your Team

• What worked well? What didn’t?
  
• Gather feedback and ideas while the experience is fresh.
  

3. Follow Up With Leads Promptly

• Use the lead list or app data to send follow-ups within 2–3 days.
  
• Personalize where possible to make a stronger connection.
  

Final Thoughts

Portable trade show displays make it easier than ever to put on a professional show presence — but how you set them up and manage your booth determines the results you’ll see. With this checklist in hand, you’ll be ready to plan, execute, and impress with confidence.

Trade shows can be fast-paced and high-pressure, but with preparation and a polished booth setup, you’ll be the brand that stands out — and the one attendees remember. We recommend portable trade show displays.