Trade shows reward preparation. Visitors walk past dozens of booths and decide in seconds whether to stop, so your printed pieces have to do three jobs: get noticed, explain what you do and give people something to take home. Use this checklist to organize the work.
Start with the date, then work backwards
Write the event date at the top of a page, then list the steps that must happen before it and give each a deadline on your own calendar.
- Event date and booth size confirmed
- Shipping or drop-off date for materials at the venue
- Date by which everything has to be printed and in your hands
- Date for final proof approval
- Date for finished artwork
- Date for content decisions, such as offers, photos and wording
Printing time depends on the product, the quantity and how quickly approvals come back, so ask for timing when you request a quote and then build in a buffer for revisions. Our guide on how long printing takes explains what drives the schedule.
Get the booth details first
Ask the organizers for the booth dimensions, what is supplied (tables, chairs, power, pipe and drape), where banners may hang and any rules on height. A graphic designed for a 10 foot wide space will not suit a narrow corner, so measure before you design.
Booth graphics
Think in layers: one large message that is visible from the aisle, and smaller pieces at hand height.
- Roll-up banner: Portable, quick to set up and a popular first choice. See our roll-up banner sizes and setup guide for how to design one, and the roll-up banners page for options.
- Vinyl banner or backdrop: Good for a wide back wall behind a table. Hems and grommets help with hanging, so ask about them.
- Table cover or sign: Keep your name legible from across the aisle.
- Posters or foam board prints: Useful for product photos and price-free feature highlights.
Keep every graphic simple. One headline, one image and one line about what visitors should do next.
Handouts people will keep
A handout that gets thrown away is wasted money. Make yours easy to keep.
- A brochure with a clear fold that explains your services and has your contact details on the outside
- A small flyer or postcard with one offer or event
- Business cards in a holder that is easy to reach
Count out realistic quantities. If you expect many visitors, print more than you think you need, since running out on day one is a bigger problem than having leftovers.
Business cards and follow-up
Bring more business cards than you expect to need, and check them for typos. Consider a QR code or short web address on a handout that leads to a page you can update after the show. Write down any code or offer you use so you can track who responded.
Backups and extras
- A second copy of the most important graphic, or at least the print-ready file on a USB stick and in your email
- Spare grommets, clips, tape, zip ties and a small toolkit
- A few extra handouts in a separate bag
- Printed directions to your booth and the load-in contact
Shipping to the venue
Venues often have strict delivery windows. Ask the organizers whether materials can be sent ahead, what the label has to say and who receives them. When you order from PrintEh we ship within a day or two of printing, and there is an express delivery option for customers in the Greater Toronto Area, which includes Oakville, Mississauga and Burlington.
On the day
Set up your banners early, stand back and look at the booth from the aisle. Make sure the main message is not blocked by a table or a person. Keep brochures at a comfortable reach.
Start your list
Send us your list of pieces and your event date through the quote request form and we will help you put the order in sensible order. Our vinyl banners page and the broader banner printing guide are useful next reads.
Which printed piece matters most for a small booth?
Usually a clear banner that says what you do, followed by a handout that tells people how to reach you.
How many handouts should I order?
Estimate expected visitors, then add a margin. It is easier to bring extras home than to run short.