You’ve done the hard work preparing for your next trade show: formulating a marketing strategy, creating a budget, designing a new exhibit, and completing the show forms. However, you still have this nagging feeling you’ve forgotten something. You have. It’s time to pull together your trade show supplies.
No matter how prepared you are for the upcoming trade show, there will always be surprises. Every trade show warrior has learned to pack a treasure trove of essential items, from trade show supplies like extra lights, pens, and cleaning supplies to crucial trade show accessories such as banners, display stands, and charging ports. In this article, we’ll share multiple lists of trade show supplies that you should consider bringing to your next event. You may not need every item at every event, but having a checklist will (hopefully) make your preparations a little easier. Every booth needs a superhero who comes to the rescue when disaster is about to strike. It might as well be you.
A Breakdown of Essential Trade Show Supplies
Everyone’s definition of trade show supplies varies. However, most exhibitors would define “trade show supplies” as essential items used to create a professional and engaging booth at trade shows, conferences, and exhibitions. These supplies can range from basic necessities to more elaborate elements designed to attract attention and showcase products or services effectively.
For the sake of simplicity, we’ll organize tradeshow supplies into four categories. This will make creating a personal checklist easier and allow you to organize these supplies into groups. These trade show booth supply categories are:
- Office, Sales, and Marketing Supplies
- Cleaning, Packaging, and Tools Supplies
- First Aid and Personal Supplies
- Other/Optional Supplies
Trade Show Booth Supplies: Office, Sales and Marketing
Every trade show marketer has had that moment on the show floor when someone says, “Do we have [fill in the blank] or any more… ?” Finding the right balance between too much and too little can be challenging. No one wants to ship multiple unopened boxes of promotional products back to the office after the show. But not having enough can be equally frustrating for your booth staff. Here are some office, sales, and marketing supplies you may want to consider:
- Office Supplies:
- Sharpies/felt tip pens/highlighters
- Batteries (if you use any wireless devices)
- Business card holders
- Notepad
- Pens
- Superglue
- Stapler
- Post-it Notes (or a staff that actually uses the lead retrieval software as intended)
- Trash bin(s)
- Sales and Marketing Supplies
- Giveaways/Promotional Products
- Printed Literature (This is one case where is better to undershoot the mark rather than overshoot)
- Business cards (yes, these are still important)
- Phone chargers (consider incorporating wireless charging pads into your exhibit design)
- Candy (indispensable)
- Chapstick
- Extra branded clothing
Trade Show Display Supplies: Cleaning, Packaging, and Tools
You want a tidy booth space, not just when the show opens on the first day, but every single day during the show. By having basic cleaning supplies in the booth, you and your team can spend a few minutes each day restoring your booth to the Opening Day sparkle.
Perhaps no supplies are more crucial before and after a show than packaging and tools. Velcro and duct tape can fix just about any problem, at least for 2-3 days and packaging tape and stretch wrap are indispensable during the exhibit dismantle.
- Cleaning Supplies:
- Laminate Polish and/or Glass Cleaner
- Towels – Paper or Cloth
- Tide Stain Sticks (for fabric graphics)
- Clorox wipes (mostly to clean your hands before touching graphics)
- Mop and/or vacuum cleaner (if not using show cleaning services)
- Packaging Supplies
- Duct Tape
- Packaging Tape (a must during dismantle)
- Stretch wrap (if appropriate)
- Foam (if appropriate)
- Tools:
- Basic Tool Kit, including Allen wrenches
- Utility knife
- Tape measure
- Velcro
- Screws, bolts, and fasteners specific to your booth construction
- Laminate scratch repair pens
First Aid and Personal Trade Show Supplies
Blood on your graphic? That’s probably not the message you want to send to potential clients. Grab that first-aid kit. It’s in the box on the top shelf of your crate.
- Scary Stuff
- Basic first-aid kit: pain relievers, band-aids, disinfectant, burn cream, etc.
- Hand sanitizer (Be wise. Sanitize)
- Tissues
- Breath mints
- Safety pins
Other/Optional Trade Show Supplies
- Everything Else (excluding the kitchen sink)
- Carpet tape
- Power strips/extension cords
- Light bulbs/LED light modules
- Bottled water (no one should have to pay $8 for a bottle of water)
- A/V cables and supplies
- Extra keys
- Security equipment
- Emergency contact information
Organizing and Transporting Your Trade Show Supplies
When not being used, trade show supplies need to be stored and properly maintained in order to maximize their lifespan. At the show, organization, and accessibility are critical. No one wants to rummage through three boxes, two counters, or a pile of jackets to find the first-aid kit. All too often, trade show supplies get tossed into the crate at the end of a show, forgotten like tangled Christmas tree lights until the next trade show or event.
If possible, organize your supplies in durable containers that can be clearly marked with the company name and contents. Since not all supplies need to be in the booth during the show, you’ll want to separate them into install/dismantle supplies and show supplies. Once your cases/crates leave the show floor for storage, they’re all but inaccessible during the trade show.
Finally, everything about a trade show is chaotic. Things get misplaced or lost, which makes an accurate inventory important. Taking a little time both pre- and post-show to review your supplies will ensure you avoid any last-minute surprises. There’s nothing more stressful than having to send someone to the nearest hardware store while at the show site for an item you thought was in your trade show supply inventory.
Trade Show Supplies: The Key to a Smooth and Successful Event
Trade show supplies are the unsung heroes of any exhibition program. They may not win design awards or attract attendees to your booth, but they have the power to divert a disaster, make your exhibit sparkle and shine, and keep your booth staff happy and focused. All that’s required is a little pre- and post-show planning and organization. For over 30 years, Classic Exhibits has been designing and building creative custom solutions for our Distributor Partners and their clients. As North America’s largest private-label exhibit manufacturer, we have the unmatched capability, capacity, and creativity to create 3D projects ranging from 10 x 10 inline displays to 60 x 80 double-deck islands. Find success on the trade show floor with an exhibit that reflects your marketing message. For more information, see www.classicexhibits.com and explore Exhibit Design Search or request a meeting with a Classic Distributor Partner.