Trade Show Booth

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This Notion template for the Trade Show Booth Event Plan offers a structured, comprehensive hub to manage every aspect of your event execution—from initial planning to post-event reporting. At its core is the Tasks section, which has been meticulously designed based on five detailed checklists: Event Concept and Planning, Logistics and Resources, People and Staffing, Marketing and Promotion, and Post-Event Wrap-Up. Each checklist has been transformed into clear, actionable tasks that your team can assign, track, and complete collaboratively, ensuring accountability and full visibility across the entire timeline.

The Event Concept and Planning section within the Tasks database sets the foundation by focusing on strategic goals, booth concept design, and budget forecasting. Here, you'll add tasks like finalizing your trade show objectives (e.g., lead generation or product demos), selecting your theme and messaging, and reserving the right booth space in a high-traffic zone. These tasks also include securing internal alignment with stakeholders and setting milestone deadlines that will drive all downstream planning. Each task can be enhanced with subtasks, notes, deadlines, and assigned team members to maintain momentum and ensure nothing falls through the cracks.

Moving into Logistics and Resources, this section includes all the practical operations—timeline planning, booth shipping, materials management, and vendor coordination. You’ll track everything from ordering branded collateral and demo equipment to ensuring booth setup instructions and AV equipment are tested and ready. Tasks also cover handling venue-specific requirements, such as electrical and internet orders, and confirming shipment arrival windows. These entries help your team stay organized across both internal coordination and third-party relationships, minimizing on-site surprises.

Under People and Staffing and Marketing and Promotion, you’ll organize the human and promotional aspects of your booth experience. For staffing, tasks include defining roles, scheduling shifts, training your booth team, and managing on-site responsibilities. For marketing, you’ll add tasks for social media content creation, email outreach, scheduling promotional posts, and developing a pre-show landing page or appointment calendar. You can also track coordination with sponsors and partners, ensuring everyone involved in your booth presence is aligned and activated before the show opens.

The final section of the template incorporates Budget, Attendees, and Documents—three auxiliary but essential databases that complement your task planning. In the Budget section, you’ll track all expenses from booth fabrication to staff travel and lead capture tools, broken down by category, vendor, and payment status. The Attendees section allows you to log visitors, VIPs, and partners you interact with, including status and notes on follow-up. And in Documents, you’ll store creative assets, floor plans, invoices, and other critical files linked directly to related tasks or categories. This structure keeps all your planning streamlined, searchable, and centralized for future trade show replication.

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