Trade Show Display Planning Checklist: Work Backward from Move-In

Updated October 1, 2026: revised to clarify configuration-specific planning and artwork requirements.

Plan your display around the move-in date and receiving deadline, not only the day the event opens. Artwork preparation, proof approval, delivery, inspection and venue services all need a place in the schedule.

1. Confirm the space and show rules

Record booth width and depth, inline or corner placement, height restrictions and the location of neighboring aisles. Check electrical, labor and receiving rules in the exhibitor manual. Choose a layout that supports the demonstrations and conversations your team needs.

2. Choose or inspect the hardware

For an existing display, identify the panels, accessories and condition of the lighting. For a new configuration, review the included components and exact dimensions. A multi-panel display can contain different panel widths and heights; the overall booth size is not an artwork template.

3. Prepare the artwork and review the proof

Download the templates for the selected configuration. Confirm panel order, headline placement and any areas covered by a monitor or accessory. Submit final text and usable source files, then allow time to review and revise the proof. Production of custom graphics starts after final artwork approval.

4. Plan delivery and venue receiving

Standard custom display orders deliver in 5–7 business days after final artwork approval. This is delivery wording, not an additional production period followed by another 5–7 days of transit. Confirm product-specific timing, special handling and the destination before relying on that window.

Check the advance-warehouse and direct-to-show receiving dates separately. Venue handling and freight arrangements are not established by the online product delivery estimate. Allow time for inspection and a test setup before the booth is needed.

5. Prepare the show team

• Assign someone to approve artwork and track the receiving deadline.
• Arrange electrical service for all panels and powered equipment.
• Test screens and keep approved presentation files available.
• Label cases, graphics and matching power components.
• Give the setup team the layout, instructions and relevant contacts.

Use the artwork checklist and turnaround guide. Compare 10×10 displays or 10×20 displays when the space and deadline are confirmed.