Trade Show Booth Checklist: Everything to Order Before the Show
A practical trade show booth checklist: what to order, when to order it and what to pack, from table covers and lanyards to giveaways.
Quick answer: Order your branded items (table cover, runner, lanyards, badges and giveaways) at least three weeks before the show, and confirm the venue’s table size and rules first. Standard PrintVow orders take 3–5 business days to produce and 5–7 to ship after you approve your free proof. Rush ($30) cuts that to 1–3 days of production plus 3–5 days of shipping.
4–6 weeks before: confirm the basics
- Booth size and table size from the show organizer
- Whether the venue supplies table covers or skirting
- Shipping address and the date the venue accepts deliveries
- Headcount for booth staff
- Logo files (vector or large PNG) ready
3 weeks before: order branded items
Table
- Table cover: 4, 6 or 8 ft, in throw, fitted or stretch (exact combination confirmed on the proof). Not sure which? Read Throw vs Fitted vs Stretch and our table cover sizes guide.
- Table runner if you want a second color or a campaign message. See table cover vs table runner.
Staff
- Custom lanyards for booth staff (attachment style confirmed on the proof). Our trade show lanyards guide covers width and badge fit.
- PVC name badges: 2.12 x 3.38 in or 3.15 x 4.72 in; glossy, matte or frosted. See the PVC ID cards ordering guide.
Giveaways
- Silicone wristbands (debossed, embossed, printed or glow) with your booth hashtag or offer
- Can coolers for shows with outdoor or evening events
Example: A three-person team at a regional show orders one 6 ft fitted cover, three lanyards and badges, and a box of printed wristbands with a QR-code offer line. Everything goes in one order so it ships together.
1–2 weeks before: check and pack
- Open every box the day it arrives and check it against your proof. Report any valid issue within 24 hours of delivery for a free remake (we don’t offer refunds).
- Pack a booth kit: tape, scissors, zip ties, chargers, extension cord, pens, a lint roller and a steamer or wrinkle spray.
- Print a contact sheet with the organizer’s phone number and your booth number.
Bring Your Ideas to Life
Create custom buyer guides for your next event, promotion or organization. No minimum order on most products.
Shop Buyer Guides →Show day
- Set up the table first, logo centered on the front.
- Hand out lanyards and badges before doors open.
- Keep giveaways behind the table and hand them out during conversations.
After the show
- Fold and store the table cover clean and dry for the next show.
- Count leftover giveaways to size your next order.
Short on time?
If the show is less than three weeks away, ask for rush ($30) when you order: 1–3 business days of production plus 3–5 of shipping after proof approval. Our ordering timeline guide shows how to count back from your show date.
Frequently asked questions
How early should I order trade show supplies?
About three weeks before the show on standard timing, or about one and a half to two weeks with rush ($30).
What’s the most important item to order?
The table cover, because it’s the biggest branded surface in most small booths.
Is shipping free?
Yes. Standard shipping is free worldwide, by USPS or UPS.
Is there a minimum order?
Most PrintVow products have no minimum.
What if something is wrong when it arrives?
Report a valid issue within 24 hours of delivery and we’ll remake the order free. We don’t offer refunds.
Get everything on one proof
Send your show date, table size and staff count, and we’ll prepare a free design proof.
- Email: hello@printvow.com
- Phone: +1 307-430-1110
- Shop: printvow.com/shop