What to Prepare for a Trade Show Booth? A 30-Point Checklist

AD ON has been making booths since 1995, for shows at IMPACT Muang Thong Thani, BITEC Bangna, Queen Sirikit National Convention Center and mall event spaces. One thing we see again and again: the booths that sell best are not the biggest ones, but the best prepared. ถ้ากำลังสงสัยว่าออกบูธต้องเตรียมอะไรบ้าง บทความนี้รวมเช็กลิสต์ที่ทีมเราใช้จริง แบ่งตามช่วงเวลา ใช้ได้ทั้งงานแสดงสินค้า B2B และออกบูธขายของ

สรุปสั้น: ออกบูธต้องเตรียมอะไรบ้าง อุปกรณ์ที่ต้องมี

Category	Equipment	Notes
Booth walls / backdrop	Fabric Backdrop, Pop Up, Lightbox	The part people see from furthest away
Reception point	Exhibition Counter / โต๊ะ PR	Should have storage inside
Attention grabbers	Roll-up, X-stand, TV screen, spotlights	Place them by the aisle
Product showcase	Shelves, display cabinets, brochure stands	Put products at eye level
Electrical	Power strips, spare cables, sign lights	Check the power you booked with the organiser
Sales and lead capture	QR code, card reader, lead form	Test before the show
Small items	Tape, cutter, cable ties, cloths, drinking water	Keep one “emergency” box

8 weeks before the show: plan

1. Set a numeric goal for example 200 customer contacts or 300 units sold. This number decides how the booth should be designed.
2. Read the Exhibitor Manual in full: booth size, maximum height, build-up and tear-down times, and rules on materials and electricity.
3. Choose a booth system A folding modular booth can be reused for many shows, while a custom-built (wooden) booth is used once. If you exhibit more than 2–3 times a year, a modular booth is usually better value.
4. Set a budget split into floor space / booth and printing / transport and installation / giveaways / staff.
5. Book electricity, internet and water with the organiser (deadlines are usually several weeks before the show).

4–6 weeks before the show: design and order

1. Send your booth size and floor plan to the maker with the aisle positions and how many sides are open. AD ON production takes 1–3 days after artwork approval, or longer depending on quantity, but allow time for design and file changes too.
2. Design graphics that read in 3 seconds Brand name + what you sell + one offer. Put large text at the top of the wall, because the lower part will be hidden by people and tables.
3. Print files: resolution as the printer specifies, with bleed to spec (read more: How to prepare files for printing)
4. Choose a counter with storage Hide boxes, bags and personal items and the booth instantly looks tidier.
5. Plan the TV position If you have product videos, mount the screen at eye level facing the aisle.

2 weeks before the show: print and giveaways

1. Print brochures / price lists / business cards for the number of visitors you are aiming for.
2. Prepare at least one roll-up or X-stand by the aisle with a single clear promotion.
3. Create a QR code for your LINE OA or lead form and test-scan it.
4. Prepare giveaways related to your product (product samples beat generic giveaways).
5. Schedule booth staff in shifts and rehearse a one-line opener.
6. Tell existing customers by email / LINE / Facebook which booth number you are at.

1 week before the show: check everything

1. Do a test build (if you can) to check print colours and that every part is there.
2. Make sure equipment boxes are labelled with your company name and booth number.
3. Confirm build-up time and loading parking with the organiser.
4. Pack an emergency box: double-sided tape, cutter, scissors, cable ties, power strip, screwdriver, cloths, rubbish bags.

Build-up day

1. Arrive on time and check the booth position against the actual floor plan.
2. Put up walls and graphics first, then arrange products.
3. Test lights, screens and internet at every point.
4. Photograph the booth while it is empty, for social posts and your portfolio.

During the show

1. Stand at the front of the booth, not behind the table, and greet anyone who stops for more than 3 seconds.
2. Live product demos pull in more people than any sign.
3. Note customer details straight away, with a short note on what they were interested in.
4. Tidy the booth every hour. Boxes and cups make a booth look uninviting.

After the show

1. Tear down on time. Roll the fabric and pack the frames back into their bags so they are ready for the next show.
2. Follow up leads within 48 hours and compare the results with the goal you set in point 1.

FAQ

How many weeks ahead should first-time exhibitors start preparing?
At least 6–8 weeks, because you need to wait for the organiser to confirm space and design the graphics. Booth production itself takes 1–3 days, or longer depending on quantity.

What is the standard booth size at a trade show?
Most shows in Thailand sell space in 3×3 m units (9 sq m), expandable to 3×6 or 6×6 m.

Is it better to buy a modular booth or rent one?
If you exhibit once a year, renting may be better value. If you exhibit 2–3 times a year or more, a folding booth with changeable printed fabric is usually better value in the long run. AD ON offers modular booths for sale andExhibition Equipment Rental Service

How many people does it take to set up?
AD ON modular booths are designed so a team of 1–2 people can assemble them. If that is not convenient, the AD ON team can install it for you.

Want a booth you can set up yourself and reuse at many shows? Seethe clients who chose AD ON booths or talk to our team.

Contact Us · Call 02-731-1991 · LINE @adon · Email [email protected] · Mon–Sat 08:00–17:00