Table of Contents
Trade shows can be game-changers for your brand — but only if you know how to navigate the complexities that come with them.
Whether you're a first-time exhibitor or a seasoned pro, questions always pop up about booth design, shipping logistics, staffing, lead generation, and post-show strategies.
We've compiled the ultimate list of 100 FAQs with clear, simple answers to help you plan smarter, execute better, and maximize your event ROI.
Let’s dive right in!
Q1. How early should I start planning for a trade show?
Start 6–9 months ahead to get the best booth space, finalize your design, and lock in discounted service rates.
Q2. How do I choose the right trade show for my company?
Pick shows where your target audience attends and your competitors exhibit. Research past attendee lists and show reviews.
Q3. What’s the difference between national, regional, and industry-specific shows?
National: Wide U.S. audience
Regional: Local focus
Industry-specific: Targeted to your business sector
Q4. How do I reserve booth space at a trade show?
Submit a booth space application through the event organizer’s website early to secure better locations.
Q5. What’s included when I rent booth space?
Usually just floor space. Walls, carpet, electricity, and furniture are extra unless specified.
Q6. How should I budget for a trade show?
Budget for booth design, shipping, services, travel, marketing, and post-show follow-up — and add a 10–20% buffer.
Q7. What hidden costs should I expect?
Be ready for drayage, rigging, labor, late order fees, cleaning charges, and material handling fees.
Q8. What is drayage?
Drayage is the cost to move your shipment from the dock to your booth space at the show. It’s priced by weight.
Q9. Should I rent or buy a booth?
Rent: If you exhibit once or twice a year.
Buy: If you exhibit at multiple shows per year.
Q10. What is a turnkey exhibit rental?
A fully managed booth rental package that includes booth design, graphics, setup, dismantle, and sometimes shipping.
Q11. How much booth space do I really need?
It depends on your goals. For product launches or demos, bigger is better. For simple brand presence, a 10x10 or 10x20 works.
Q12. How do I pick the best booth location?
Aim for high-traffic areas like near entrances, food courts, main aisles, or near major brands.
Q13. What’s the difference between an inline, corner, peninsula, and island booth?
Inline: 1 side open
Corner: 2 sides open
Peninsula: 3 sides open
Island: 4 sides open (the best for visibility)
Q14. How do I understand the show floor map?
Use the show's exhibitor manual and ask your sales rep for insights into traffic flow patterns.
Q15. When should I order electricity, carpet, and furniture?
Place orders at least 4–6 weeks before the show to avoid high late fees.
Q16. How do I avoid late fees for show services?
Order everything early — flooring, labor, rigging, internet, electricity, and furnishings.
Q17. What is a General Contractor (GC) at a trade show?
The GC is the official labor and services provider appointed by the show (examples: Freeman, GES).
Q18. What is an EAC (Exhibitor Appointed Contractor)?
An outside company you hire (like your booth builder) instead of the show's GC.
Q19. Should I hire an exhibit house or booth builder?
Yes, especially if you need custom designs, professional management, and smooth onsite installation.
Q20. How do I set smart goals for my trade show?
Focus on measurable goals: number of leads, demos scheduled, meetings booked, or sales generated.
Q21. How should I design my booth for more traffic?
Keep it open and inviting with bold visuals, interactive displays, and clear value messaging.
Q22. What are the booth height limits?
Most shows allow 8’ for inline booths and up to 16’-20’ for island booths — but always check the exhibitor manual.
Q23. What signage do I need?
You need high-level branding, product highlights, directional signage, and engaging calls-to-action.
Q24. What’s the best flooring for booths?
Popular options include carpet, vinyl, hardwood, or foam tiles — prioritize comfort if standing long hours.
Q25. What furniture should I include?
A welcome counter, demo counters, casual seating, and meeting tables are booth essentials.
Q26. How important is booth lighting?
It’s critical! Good lighting grabs attention, sets the mood, and highlights your product.
Q27. Should I use LED walls or printed graphics?
LED walls: Dynamic, impactful
Printed graphics: Cost-effective, reliable
Mix based on your budget and brand goals.
Q28. What is an overhead hanging sign?
A ceiling-hung banner that boosts your visibility from across the show floor — a must for island booths.
Q29. How do I plan for product displays?
Make them easy to see, touch, and understand. Place your best products at eye level.
Q30. What kind of storage should my booth have?
Build hidden cabinets, lockable counters, or back rooms to store giveaways, brochures, and personal items.
Q31. Should I offer giveaways?
Yes, if they are useful, high-quality, and tied to your brand.
Q32. What are the best interactive experiences?
Live demos, VR/AR experiences, touchscreens, games, and contests.
Q33. How can I incorporate tech into my booth?
Use iPad kiosks, interactive displays, touchscreen demos, or VR experiences to engage visitors.
Q34. How do I design a private meeting area in my booth?
Use half walls, soft seating, small conference tables, or even curtains for semi-private zones.
Q35. Can I use videos in my booth?
Absolutely! Short looping videos that tell your story or demo your product work very well.
Q36. What are the rules for rigging and hanging signs?
Only certified rigging companies (through the GC) can hang your signage. Book early!
Q37. How do I make a small booth feel big?
Use tall graphics, clever lighting, minimalist design, and open layouts.
Q38. What’s the difference between advance warehouse vs direct-to-show shipping?
Advance Warehouse: Ship early to avoid delays.
Direct-to-Show: Ship closer to show move-in dates but risk delays.
Q39. When should I ship my booth?
Ship to the advance warehouse 2–4 weeks before move-in for stress-free setup.
Q40. What is material handling?
It’s the process of moving your freight from the dock to your booth space — different from drayage, but often lumped together.
Q41. How do I track my booth shipment?
Use your carrier’s tracking system and confirm receipt at the warehouse or show dock.
Q42. What happens if my booth shipment is delayed or lost?
Work with show services or rent a temporary backup booth from the general contractor.
Q43. How early can I install my booth?
Each show has an assigned move-in schedule. Check your target move-in time.
Q44. Who sets up the booth?
Either your hired labor team, the show’s general contractor, or your own team (if allowed).
Q45. Do I need union labor to set up?
Many U.S. venues (like San Francisco, Chicago, New York) require union labor for installation.
Q46. How do I order show services (electricity, carpet, furniture)?
Order online through the show exhibitor portal. Early orders save lots of money.
Q47. How can I reduce costs for shipping and labor?
Consolidate shipments, pack smartly, and pre-order everything.
Q48. Should I hire setup and dismantle (I&D) supervision?
Yes, if you can't be onsite. Supervisors ensure your booth is set up correctly without you there.
Q49. How do I prepare booth setup instructions?
Create a simple document with photos, step-by-step notes, and labeled crates.
Q50. What tools should I bring to the show?
A basic tool kit, zip ties, duct tape, Velcro, extension cords, and scissors are lifesavers.
Q51. How many booth staff do I need?
A good rule: one staffer per 50–75 square feet. Bigger booths = more staff.
Q52. What should booth staff wear?
Dress professionally, aligned with your brand — think logo shirts, smart casual, or full business attire depending on your industry.
Q53. Should I hire temporary booth staff?
Yes, for greeting, scanning leads, or handing out materials — but make sure they’re trained properly.
Q54. How do I train my booth staff?
Hold a pre-show training session covering talking points, brand messaging, lead qualification, and etiquette.
Q55. What are common mistakes booth staff make?
Sitting in the booth
Eating or using phones
Talking only to each other
Not engaging visitors quickly
Q56. Should I set schedules or shifts for my staff?
Yes! Rotate shifts to keep energy high and prevent burnout.
Q57. How do I motivate staff during a long show?
Use incentives, breaks, team lunches, and fun competitions to keep morale high.
Q58. What should booth staff say to attendees?
Use open-ended questions like “What brings you to the show today?” instead of “Can I help you?”
Q59. How can I quickly qualify leads at the booth?
Ask about budget, need, authority, and timeline within the first minute of conversation.
Q60. Should booth staff use personal phones?
No. Keep personal phone use out of the booth — use company devices for lead capture and demos.
Q61. When should I start promoting my booth?
Start at least 8–12 weeks before the event across email, social media, and direct outreach.
Q62. How do I invite existing clients and prospects?
Send personalized invitations highlighting what they’ll gain by visiting your booth.
Q63. What kind of pre-show emails should I send?
Save-the-date emails
Booth reveal announcements
Incentives for booking meetings
Q64. Should I book meetings before the show?
Yes, 100%! Pre-booked meetings = higher ROI.
Q65. What social media strategies work best for trade shows?
Countdown posts
Behind-the-scenes teasers
Live updates
Booth highlights
Post-show recaps
Q66. How can I use paid ads to drive booth traffic?
Use LinkedIn, Facebook, and Instagram ads targeted at show attendees by interests, job title, and location.
Q67. Should I offer incentives like raffles or freebies?
Yes, but make them relevant and high-value. Experiences (e.g., VIP event invites) often work better than cheap swag.
Q68. How do I effectively promote a new product?
Use live demos, limited-time offers, and exclusive previews at the booth.
Q69. How do I get included in the show’s official directory?
Register your company information with the organizer as soon as possible when booth paperwork opens.
Q70. Can I sponsor show activities for more visibility?
Absolutely — options include lanyards, charging stations, networking events, and show maps.
Q71. What’s the best way to capture leads at the booth?
Use lead retrieval apps, badge scanners, or tablets. Never rely on business cards alone.
Q72. How should I qualify or categorize leads?
Categorize them into hot, warm, and cold leads based on interest, budget, and buying timeline.
Q73. What should I write in my lead notes?
Include details like product interest, buying role, urgency, and any personal tidbits (e.g., "loves golfing").
Q74. Should I start following up during the show?
If you have downtime, yes! A quick "thank you" email can make a big impression.
Q75. When should full post-show follow-up begin?
Within 3–5 business days after the show. Fast follow-up = better conversions.
Q76. What should post-show emails include?
Thank you
Personal reference to your conversation
Specific next steps (schedule a call, download brochure, etc.)
Q77. How do I track ROI from trade show leads?
Use a CRM or spreadsheet to track lead source, sales value, and close rate over the next 3–12 months.
Q78. How do I reconnect with cold leads after the show?
Send helpful, non-salesy follow-ups like case studies, white papers, or new product launches.
Q79. What if my booth shipment is lost?
Alert the show’s General Contractor immediately and explore emergency rental options onsite.
Q80. What if my booth is damaged during setup?
Have backup supplies (tape, zip ties) and contact your exhibit house for help if necessary.
Q81. What if my labor crew doesn’t show up?
Contact the show's labor desk immediately. They’ll send a replacement crew (but it could cost extra).
Q82. What if my electricity or internet isn’t working?
Visit the service desk onsite immediately — issues are usually resolved quickly.
Q83. How do I handle unexpected service fees?
Always ask for a detailed invoice and clarify anything questionable before paying.
Q84. How do I manage tired or sick booth staff?
Have an extra staffer on standby, and rotate breaks aggressively to protect your team's health.
Q85. What if competitors are spying or copying?
Stay professional. Focus on your brand experience and document violations if they breach show rules.
Q86. How do I handle emergencies (fire, health, security)?
Know the show’s emergency procedures and report any incidents immediately to security.
Q87. What time should I arrive on show days?
Arrive at least 1 hour before the show opens to prep the booth and staff.
Q88. What essentials should I bring to the booth each day?
Staff badges
Water bottles
Business cards
Chargers
Notepads
Snacks
Q89. How do I manage booth traffic during busy hours?
Assign greeters, demo leaders, and floaters so everyone gets attention.
Q90. How do I politely deal with unqualified visitors?
Thank them, hand them a brochure, and gently steer them out to keep booth space clear.
Q91. How do I attract people walking by?
Stand at the edge of the booth
Smile and make eye contact
Start with a friendly question (“Have you heard about ___?”)
Q92. How do I keep booth energy high across multiple days?
Schedule breaks, group huddles, energizing music, and small contests to keep things lively.
Q93. What performance metrics should I track during the show?
Leads captured
Demos given
Appointments set
Social media engagement
Booth traffic counts
Q94. Should I do an end-of-day booth check?
Yes. Tidy up, restock brochures, clean demo stations, and prep for the next day.
Q95. Should I update social media live from the booth?
Yes! Post daily photos, booth updates, behind-the-scenes stories, and client shoutouts.
Q96. How do I dismantle my booth correctly?
Label all crates, pack carefully, and follow the Outbound Freight Forms instructions.
Q97. How do I file freight claims if something is damaged?
Take photos immediately and submit a claim through your carrier within the deadline.
Q98. What kind of post-show report should I create?
Track:
Booth traffic
Leads gathered
Demos or meetings done
Sales pipeline updates
ROI estimate
Q99. How do I measure overall trade show success?
Analyze lead quality, revenue generated, meetings booked, brand exposure, and return on investment.
Q100. How do I use trade show feedback to improve next time?
Hold a team debrief meeting, review what worked (and what didn’t), and adjust your next show strategy accordingly.
Trade shows are a big investment — but with the right planning, execution, and follow-up, they can drive huge returns for your business.
Bookmark this guide for your next event — and if you need help designing or renting a custom booth, work with experienced partners who know the ins and outs of trade shows.
Las Vegas is a popular location for trade show exhibitors to rent 20×20 exhibit booths, and it’s easy to see why. The city has all the right ingredients for successful event management: ample space, affordable rates, and no shortage of accommodations for attendees. In this blog post we will explore 8 of our favorite designs […]
How to Promote Your Las Vegas Trade Show Rental Booth on Social Media in 10 StepsOne of the most efficient forms to spread the news about your upcoming trade show is through social media. You can reach out to various subsets of your audience who spend their time online with multiple platforms.Trade shows are a […]
