Checklists LibraryExhibition Planning Checklist

Events

11/18/2025

Exhibition Planning Checklist

This Exhibition Planning Checklist is a field-ready tool for organizers and ops teams to deliver a trade show or expo from contracting and floorplans to live days, strike, and post-show reporting — without guesswork. It covers venue and logistics, exhibitor sales and stand approvals, rigging and power/internet, AV and feature stages, ticketing/registration and badges, security/medical and compliance, sustainability and accessibility, catering and concessions, wayfinding and branding, daily operations, and financial close.

Use it in TARGPatrol to assign owners, capture photo proof, and log real numbers in real time. Every line supports four answer types — [Flag], [Number], [Media], [Text] — so you can record quick pass/fail checks, precise counts (kW, printers, scanners, bin totals), visual confirmations (layouts, stand sign-offs, wayfinding), and notes (policies, timings, contact details).

The template aligns with a practical milestone timeline (D-120/90/60/30/14/7/1 plus hour-by-hour show days), creating a live audit trail with timestamps and attachments. Failed checks can automatically create follow-up tasks for verified closure. After the event, export a clean PDF for stakeholders, analyze KPIs (attendance, lead volume/quality, NPS, budget variance), and feed improvements into your next exhibition.

0/110

Event objectives defined (audience, outcomes, metrics)

Text

Success KPIs set (attendance, leads, sales, NPS)

Text

Budget approved, ≥10% contingency reserved

Check

Total budget amount

Number

Project timeline set (D-120/90/60/30/14/7/1, hour-by-hour show days)

Check

Core team & roles assigned (sales, ops, marketing)

Text

Decision-maker and sign-off chain documented

Text

Venue selected & contracted (hall, dates, hours)

Check

Move-in/move-out windows confirmed

Check

Hall access rules (docks, lifts, forklifts) captured

Text

Floor plan obtained (halls, aisles, docks, BOH)

Media

Custom layout annotated (stands, demo zones, storage)

Media

Fire lanes and emergency exits kept clear

Check

Exclusive vendors/policies noted (catering/AV/rigging)

Text

Certificate of Insurance (COI) on file

Check

Permits verified (assembly, food, pyrotechnics)

Check

Booth numbering scheme locked

Check

Booth map uploaded (sizes, corner/premium)

Media

Waitlist rules & priority policy documented

Text

Exhibitor contracts issued & signed

Check

Exhibitor count

Number

Invoice schedule & payment status updated

Text

Operations manual published (key dates, contacts)

Check

Move-in schedule by aisle/zone

Text

Loading dock booking system set

Check

Marshalling yard plan issued

Text

Badging/accreditation rules (exhibitor/contractor)

Text

Access control map uploaded

Media

Overtime/after-hours policy communicated

Check

Official contractors appointed (decorator, electrical, cleaning)

Check

Preferred AV/internet/rigging vendors listed

Text

Freight forwarder/customs broker appointed

Check

Freight labelling and deadlines issued

Check

Return shipping forms provided

Check

Wi-Fi heatmap or test scheduled

Check

Cleaning scope agreed (aisles/booths/nightly)

Text

Security vendor booked, patrol routes set

Text

CCTV coverage & retention defined

Text

Opens/close procedure (hall sweeps) agreed

Check

Incident reporting flow briefed

Check

Emergency egress plan posted

Media

Public address/alert scripts prepared

Check

Wayfinding/signage plan approved

Media

Entrance branding artwork uploaded

Media

You-are-here boards installed

Check

Feature zones defined (keynote stage, demo theatre, startup alley)

Text

Run-of-show drafted for all features

Check

Stage plot & AV spec uploaded

Media

Audio (mics) per stage

Text

Lighting focus check scheduled

Check

Sponsorship packages finalized

Check

Signed sponsor agreements on file

Check

Sponsor branding proof approved

Check

Marketing plan approved (email/social/PR)

Check

Landing page live, registration tracking set

Check

Email campaigns scheduled

Text

Social calendar and hashtags defined

Text

Press list built, media pass policy set

Check

Press kit uploaded

Media

Registration platform configured (tickets, discounts, VAT)

Check

Registration goal

Number

Badging solution (preprint/POD/RFID) selected

Text

Check-in desk layout photo

Media

Catering plan (exhibitor lunch, VIP lounge, concessions)

Text

Water refill points count

Number

Alcohol service licence rules noted

Text

Accessibility audit completed

Check

ADA counters/heights verified

Check

Insurance & liability waivers collected (exhibitors/contractors)

Check

Contractor H&S briefing time set

Text

PPE requirements communicated

Check

Pre-open checks complete

Check

Aisle clearance & fire lanes verified

Check

All stands completed & signed off

Check

Electrical inspection passed

Check

Rigging sign-off on file

Check

Feature stages AV line checks complete

Check

Wayfinding final photo sweep

Media

Housekeeping done (floors/aisles)

Check

Registration desks staffed & online

Check

Security/first aid posts active

Check

Doors open on time

Check

Peak entry rate per minute

Number

Real-time attendance

Number

Queue times at registration (min)

Number

Cleaning rounds per hour

Number

Incident log entries (count)

Number

Lost & found records updated

Check

End-of-day reset completed

Check

Overnight security plan active

Check

HVAC/lighting schedule adjusted

Check

Strike plan confirmed (zones, timings)

Check

Load-out sequence communicated

Text

Waste removal and recycling verified

Check

Rental return counts (furniture/AV)

Number

Damage/incident photos captured

Media

Freight pickups confirmed

Check

Venue walk-through at close complete

Check

Financial close (settlements, refunds)

Check

Attendance vs registration variance

Number

Leads collected (total/qualified)

Number

Revenue vs budget variance

Number

Sponsor ROI notes

Text

Exhibitor satisfaction survey sent

Check

Responses received

Number

NPS/CSAT score

Number

Press coverage links collected

Text

Highlight album/video uploaded

Media

Team retrospective notes

Text

Improvements backlog created

Check

Exhibition Planning Checklist

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