Most trade show problems happen because something was not confirmed before move-in. Here is the checklist Synergers runs on every show.
48 Hours Out
- Confirm move-in date, time, and assigned dock/aisle with show management
- Review booth layout drawings with full crew
- Verify all components are at the advance warehouse or confirm direct-to-show delivery timing
- Confirm any rigging or hanging sign requirements with venue rigging department
- Verify EAC (Exhibitor-Appointed Contractor) paperwork is on file with show management
- Confirm union jurisdiction rules for the specific venue
- Review electrical, AV, and flooring contractor schedule and coordinate overlapping work windows
- Confirm client contact and on-site representative name and phone number
24 Hours Out
- Confirm freight arrival at advance warehouse or show site
- Review any last-minute layout changes with client
- Assign crew roles: lead supervisor, rigging team, finish/detail crew
- Pack tools, hardware, and installation supplies
- Confirm dismantle date and time for post-show
Move-In Day
- Check in at show office upon arrival
- Walk the empty booth space before unloading
- Note any floor damage, ceiling height restrictions, or neighboring booth conflicts
- Begin install per drawings and flag any discrepancies to client immediately
- Document progress with photos at 25%, 50%, 75%, and completion
Post-Install
- Walk through with client representative
- Document completed booth with final photos
- File dismantle schedule with show management
- Confirm freight return or disposal instructions with client
Why This Matters
A missed step at any point in this process causes delays on the show floor, and show floor time is expensive. Synergers has run this protocol for 200+ shows. Nothing gets missed.
Planning your next trade show in Las Vegas or Southern California?
Request a Free Estimate
