Trade Show Booth Plan

When to use this

Booths fail when staffing is fuzzy, when leads vanish into bags, or when follow-up takes three weeks. This template forces clarity on all three.

What’s included

• Objectives (ranked)
• Staffing rota
• Lead capture
• Materials checklist
• Customer conversations
• Follow-up

What to customise before you use it

• Replace Show name with your real meeting, project, or stakeholder details.
• Replace Dates with your real meeting, project, or stakeholder details.
• Replace Venue with your real meeting, project, or stakeholder details.
• Replace Name with your real meeting, project, or stakeholder details.
• Replace Generate N qualified leads with your real meeting, project, or stakeholder details.
• Replace Have N customer conversations with your real meeting, project, or stakeholder details.
• Replace Brand presence / press with your real meeting, project, or stakeholder details.
• Replace Scanner / app / form with your real meeting, project, or stakeholder details.
• Replace CRM with your real meeting, project, or stakeholder details.
• Replace N with your real meeting, project, or stakeholder details.

# Trade Show Booth Plan — [Show name]

**Dates:** [Dates]   **Location:** [Venue]   **Booth number:** [#]   **Lead:** [Name]

## Objectives (ranked)
1. [Generate N qualified leads]
2. [Have N customer conversations]
3. [Brand presence / press]

## Staffing rota
| Day | 09:00–12:00 | 12:00–15:00 | 15:00–18:00 |
|-----|--------------|--------------|--------------|
| Day 1 |              |              |              |
| Day 2 |              |              |              |
| Day 3 |              |              |              |

Each shift: 2 people minimum, at least one with technical depth.

## Lead capture
- Tool: [Scanner / app / form]
- Required fields: name, company, email, "what they asked about"
- Lead-quality tagging: cold / warm / hot
- End-of-day sync into [CRM]

## Materials checklist
- [ ] Banners and signage
- [ ] Demo equipment + spare laptop
- [ ] Power adaptors and extension leads
- [ ] Branded give-aways (quantity?)
- [ ] Business cards (per person)
- [ ] Booth setup tools and tape
- [ ] First-aid kit and water

## Customer conversations
- Daily target per shift: [N]
- Pitch length: 30 seconds
- Open question: "what brought you to our booth?"

## Follow-up
- Day-end: leads exported to CRM by booth lead
- Within 24h of show close: every hot lead has a personal email
- Within 7 days: every warm lead has a follow-up
- Within 30 days: lessons learned doc with ROI summary