6–12 months before
- Book the space with the organizer; good spots go first, and corners cost more.
- Set the goal: leads, meetings, launches, or orders.
- Set the budget: space, booth, show services, travel. See how much it costs to exhibit.
3 months before
- Choose the booth: rent, buy or use the show's pipe and drape. See rent or buy.
- Read the exhibitor manual: rules, deadlines, the official contractor, hand-carry and labor rules.
- Plan who staffs the booth, and book travel and hotels.
- Start the graphics.
4–6 weeks before: the service deadlines
This is where most money is saved or lost. Real 2026 examples (days before opening):
- RSNA 2026 (Freeman): EAC registration −45; warehouse opens −40; discount deadline −38; warehouse closes −17.
- Natural Products Expo West 2026 (GES): exhibit system orders −30; warehouse opens −27; discount deadline for orders with payment −22; last warehouse day without surcharge −7.
- A small 2026 show (Ortiz&Co.): warehouse opens −30; discount, EAC notice and print-ready graphics −16; last warehouse day, with 30% late fees, −2.
Order electrical, internet, carpet and lead retrieval before the discount deadline; after it, prices rise (for power, Edlen says 25–50%).
2 weeks before
- Final graphics approved and printed.
- Freight booked to the advance warehouse or for your target time. See move-in and move-out.
- Lead capture ready: app, form, and who follows up.
- Brief the team: who does what, opening times, the one-sentence pitch.
Show week
- Check in at the exhibitor service desk; confirm power and internet work.
- Walk the booth before opening: lights, screens, literature, clean carpet.
- After closing: pack, label freight, file the outbound paperwork, and start follow-up within days.
The same timeline with BoothJet
Book online at least 7 days before the show (earlier is better), upload graphics 15 days before opening, and the service orders, freight, drayage, labor and power are ours. Your list shrinks to the space, badges, lead retrieval, travel and the people.
Questions
How far in advance should I plan a trade show?
Six to twelve months for the space, three months for the booth and graphics, and four to six weeks for the show's service orders.
When are exhibitor service deadlines?
Usually 2 to 6 weeks before opening. In 2026 discount deadlines fell 16 to 40 days before the show depending on the show.
Ready-made booths from $3,999: union labor, drayage, delivery, graphics and power included. See yours in 3D before you book.