Exhibit Booth Planning Guide

Kicking off a successful trade show experience takes more than setting up a booth and putting your brand on display. Smart planning is the foundation of a strong exhibit strategy.

Before you start packing or customizing your giveaways, pause and consider:

• What kind of experience do you want to create for attendees?
• How will you leave a lasting impression?
• What best practices will help you get the most out of your investment?

This guide will help you think through those questions and set the stage for a booth that’s not only eye-catching—but impactful.

As busy exhibitors, it's easy to get lost in the details. But to craft a solid strategy, it's crucial to understand the who, what, when, where, and why before diving into the how.

Trade Show Exhibit Timeline
Exhibiting at a trade show can be both exciting and rewarding—especially when your booth is thoughtfully designed to be functional, engaging, and on-brand. To help you stay ahead of deadlines and avoid rush fees, here’s a recommended planning timeline. Most discount pricing deadlines fall 15–30 days before the show opens, so early action is key.

Trade Show Exhibit Planning
This checklist covers the essential elements of booth planning—from layout and graphics to furnishings and final touches. Whether you're renting or customizing, these steps will help you build a space that draws attention and delivers results.

Exhibit Design – Making the Most of Your Space
The first item found on the trade show booth planning agenda is exhibit design.  Regardless of your booth's location — whether an island, peninsula, corner, or inline — it's crucial to design your exhibit to attract the most customers. Smaller booths may be limited in size, but they can maximize your ROI and allow you to use creative graphics or eye-catching installations to draw in customers. Think about the layout that will best showcase your products and services while making it easy for visitors to engage with your team.

Graphics – Bold and Beautiful
Designing graphics is extremely important when working with a small space. Keep your furnishings (counters, shelves, chairs, and tables) in mind as you create your visuals. Print words and logos on the top portion of your graphics, so they can be seen clearly and at eye level. Bright colors and large text or logos will grab the attention of passersby and help you stand out from the crowd. And if you’d like to encourage more direct engagement from passing customers, consider integrating hands-on displays or interactive technology.

Flooring – Comfort and Style
Be sure to consider flooring during exhibit planning. While most shows require flooring for exhibit booths, it's still a good idea to rent flooring even if it's not mandatory. Carpet or vinyl flooring can attract customers, set you apart from competitors, and provide a comfortable surface for both visitors and booth workers. Consider adding a protective plastic covering (like Visqueen) to keep your flooring spotless during move-in.

Furnishings – Form and Function
When designing your space, it's essential to decide early on if you need counters, tables, or chairs. Often, you can take advantage of package furniture discounts and save money on material handling by renting from the official services provider. With a wide variety of standard and specialty furniture available, you can choose pieces that will match your graphics or add a stylish touch to your design.

Exhibit Accessories – The Finishing Touches
In addition to furnishings, consider adding shelves to display products, bag holders, literature racks, and wastebaskets for discarding samples. Plants, tablecloths, and centerpieces are also easy ways to personalize your space and create an inviting atmosphere for visitors.

Electrical – Power Up
Don't forget to order electrical services for your booth! Whether you need power for a refrigerator, freezer, lighting, or access to an outlet for charging phones or computers, you'll need to review the amperage options and order the outlet that best fits your needs.

Shipping – Bring It All Together
Once you've designed your booth and graphics, selected your flooring and furnishings, and ordered electrical services, it's time to think about shipping any additional items to the show. This might include banners, product samples, displays, brochures, business cards, and more. You never know when even the most seemingly basic items might come in handy (for example — extra phone cords, duct tape, paper clips, highlighters, even paper towels!). Think about these small things during exhibit planning to ensure that everything arrives on time and in good condition, so you can focus on making the most of your exhibit experience.

Focused on Exhibitor Success
Helping exhibitors succeed is our top priority. If you’re looking for support with planning, download our Exhibitor Budget Worksheet and continue exploring the Exhibitor Roadmap for more tips and tools.

If you're exhibiting at a GES show, click here to find your show and explore:

• GES Exhibit Flooring+ – Discount flooring packages
• GES Exhibit Furnishings+ – Discount furniture packages
• Exhibit Systems+ – Turnkey booth rentals with custom fabric graphics