Trade Show Display Checklist: What to Bring and What to Order
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Trade shows are exciting — but they can also be a little chaotic if you show up unprepared. Whether you're a first-timer or a seasoned exhibitor, having a solid checklist makes the difference between a smooth setup and a stressful scramble.
This guide covers everything you need to bring and everything you should order in advance so your booth looks great, runs smoothly, and leaves a lasting impression.
Start Here: Know Your Booth Before You Order Anything
Before you order displays or pack a single bag, get clear on the basics:
- Booth size: 10x10? 10x20? Inline or corner? This determines everything from display size to how many stands you can fit.
- What's included: Does the event provide a table, chairs, or pipe-and-drape backdrop? Don't bring what you don't need — and don't assume you'll have what you do need.
- Move-in time: Know when you can access the floor and how long setup takes. Budget at least 30–60 minutes for a standard 10x10 booth.
- Show rules: Some venues have height restrictions, electrical requirements, or rules about what you can hang or affix to walls. Check the exhibitor manual.
What to Order in Advance: Your Display Checklist
These are the items you need to order ahead of time — don't leave these to the last minute.
✅ Backdrop Display
Your backdrop is the first thing people see when they walk by your booth. It sets the tone for everything else. The two most popular options for trade shows are pop-up displays and tension fabric displays.
- Pop-up displays are fast to assemble and create a large, seamless graphic wall — great for 10x10 booths.
- Tension fabric displays offer a sleeker, more premium look with vibrant dye-sublimation printing. They're wrinkle-resistant and pack down smaller than you'd expect.
✅ Banner Stands
Banner stands are the workhorses of any trade show booth. Use them to reinforce your messaging, highlight a product or promotion, or frame the sides of your booth. They set up in under a minute and pack into a slim carry bag.
Pro tip: A double-sided banner stand lets you capture attention from both directions — great for corner booths or high-traffic aisles.
✅ Table Cover
If you have a table in your booth, a branded table cover is non-negotiable. A plain folding table looks amateur. A custom-printed table cover instantly elevates your booth and reinforces your brand. Choose between open-back (easier to access storage underneath) or closed-back (cleaner, more polished look from all sides).
✅ Printed Collateral
Business cards, brochures, sell sheets, and product catalogs. Don't go overboard — bring what's relevant and make sure everything has your website and contact info.
✅ Promotional Items
If you're giving away branded swag, order it well in advance. Custom items typically have longer lead times than displays.
What to Pack: The Day-Of Checklist
These are the things you bring with you — the stuff that saves you when something goes wrong (and something always goes wrong).
Setup Essentials
- All display components (banner stands, backdrop, table cover) — double check before you leave
- Extension cord and power strip (many booths have limited outlets)
- Gaffer tape — not regular tape, gaffer tape. It sticks to anything and leaves no residue
- Zip ties
- Scissors or a utility knife
- Velcro strips
- A small toolkit (screwdriver, hex keys)
Booth Operations
- Business cards — bring more than you think you'll need
- Brochures and marketing materials
- Lead capture method (app, tablet, or old-school sign-up sheet)
- Tablet or laptop if you're doing demos
- Phone charger and portable battery pack
- Pens — always bring more pens
Personal Comfort
- Comfortable shoes — you'll be standing all day
- Water bottle
- Snacks (trade show food is expensive and you won't always have time to leave the booth)
- Pain reliever, antacids, and any other personal essentials
- A change of clothes if it's a multi-day show
Emergency Kit
- Stain remover pen
- Safety pins
- Rubber bands
- Sharpie marker
- Printed copy of your booth confirmation and show contact info
Timeline: When to Order What
Timing is everything. Here's a general guideline to keep you on track:
- 6–8 weeks out: Finalize your booth layout and decide which displays you need. Start designing your graphics.
- 3–4 weeks out: Place your display orders. This gives you time for standard production and shipping, plus time to review proofs.
- 2 weeks out: Order promotional items and printed collateral.
- 1 week out: Do a full dry-run setup at home or the office. Make sure everything works, nothing is missing, and your graphics look right.
- Day before: Pack your bags, charge your devices, confirm move-in time.
Need it faster? GoVizly offers rush production and overnight shipping on all display orders — so even if you're cutting it close, we've got you covered.
Frequently Asked Questions
How early should I arrive at the trade show for setup?
Aim to arrive at least 60–90 minutes before the show opens. This gives you time to set up, troubleshoot anything unexpected, and take a breath before attendees arrive. For larger booths or more complex displays, arrive even earlier.
What's the most important display item to have?
A branded backdrop. It's the first thing people see and the biggest visual statement you can make in your booth. Everything else is secondary.
Do I need a table cover if the event provides a table?
Yes. Event-provided tables are usually plain folding tables with no branding. A custom table cover instantly makes your booth look professional and puts your brand front and center.
How do I keep track of leads at a trade show?
Most events offer lead retrieval apps or badge scanners you can rent. Alternatively, a simple Google Form on your tablet or a paper sign-up sheet works fine for smaller shows. The key is having a system before you arrive — don't wing it.
What should I do if my display arrives damaged?
Contact the supplier immediately with photos. Reputable suppliers will rush a replacement if possible. This is another reason to order early — it gives you time to address issues before show day.
Can I reuse my trade show displays?
Absolutely. Quality banner stands, tension fabric displays, and pop-up displays are designed for repeated use. When you're ready for a fresh look, you simply replace the graphic — not the whole unit.
How do I ship my displays to the show?
Most displays come with carry bags or cases. For air travel, banner stands typically fit as checked luggage. For larger displays, ship directly to the venue or use a freight forwarder. Always ship with tracking and add a few days of buffer.
Shop GoVizly Trade Show Displays
Everything on this checklist — printed in the USA, with fast turnaround and a free file check on every order.
Backdrop Displays
10ft Straight Pop-Up Trade Show Display
A classic 10ft backdrop that sets up fast and makes a big statement. Perfect for 10x10 booths.
8ft Straight Tension Fabric Display
Sleek, lightweight, and wrinkle-resistant. A premium look for exhibitors who want to stand out.
8ft Pro Curved Tension Fabric Display
The curved design adds dimension and draws the eye — great for creating an immersive booth feel.
Banner Stands
33x80 Standard Retractable Banner Stand
The most versatile banner stand we carry. A staple for any trade show booth.
33x80 Double-Sided Retractable Banner Stand
Two graphics in one stand — perfect for corner booths or high-traffic aisles.
48x80 Pro Retractable Banner Stand
Extra wide for maximum visual impact. Great as a standalone statement piece.
60x80 Premium Retractable Banner Stand
Our widest banner stand — bold, commanding, and impossible to miss.
Table Covers
6ft Custom Logo Table Cover — Open Back
Clean, professional, and easy to access storage underneath.
8ft Custom Logo Table Cover — Closed Back
Full coverage on all sides for a polished, finished look.
6ft Custom Logo Stretch Fitted Table Cover
A snug, wrinkle-free fit that always looks sharp — no adjusting required.
Ready to Build Your Booth?
Browse the full GoVizly collection to find everything you need for your next trade show — from backdrops and banner stands to table covers and more. Every order ships fast and includes a free file check so your graphics print perfectly.