- 01. Months 12–10: strategy and budget
- 02. Months 9–7: design and vendor selection
- 03. Months 6–4: build, marketing, and logistics
- 04. Months 3–1: outreach and staff prep
- 05. Show week and post-show
Trade show planning compresses badly. Starting at month 6 instead of month 12 doubles your rush costs and triples your stress. Here's the month-by-month calendar.
Months 12–10: strategy and budget
Confirm show and booth space. Set goals (leads, pipeline, brand). Build budget with contingency. Identify internal owners (program, marketing, sales, ops). Brief brand team on design direction.
Months 9–7: design and vendor selection
RFPs to 3 builders. Concept selection. Design-lock by month 7. Book hotels and travel (hotel blocks fill 9–12 months out at major shows).
Months 6–4: build, marketing, and logistics
Fabrication begins. Pre-show marketing list and outreach sequence built. Freight, drayage, electrical, AV booked. Lead capture tool selected and tested.
Tell us about your event, budget, and timeline. We'll line up vetted booth builders that fit — usually within 48 hours, no commitment.
Get matched with buildersMonths 3–1: outreach and staff prep
Pre-show outreach launches at month 3, intensifies at month 1. Staff training (2 sessions: messaging, lead qualification). Demo dress rehearsals. Final graphics to printer.
Show week and post-show
Arrive day before booth-ready. Daily punch list. Same-day Tier A follow-up. 90-day nurture sequence kicks off the Monday after show.
- Start at month 12 — month 6 doubles rush costs
- Design-lock by month 7 for stable build
- Hotels fill 9–12 months out at major shows
- Pre-show outreach launches at month 3, intensifies at month 1
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Zoom out to the full playbook
This article is part of a deeper hub — the pillar page collects every related guide on the topic.
Plan around your show, city, and industry
Use these directories to pressure-test the guide against your specific show, venue, and vertical.
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