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Plan a trade show stand from booking to follow-up
A dated checklist on a shared board, plus stand messaging and follow-up emails ready before the doors open.
When to use it
As soon as you book a trade show or event
Step by step
Describe the event
Note the event name, dates, stand size, budget, what you want to show and what a good result looks like.
Get a full plan and checklist
Paste this prompt into your AI assistant.
Prompt to copyI'm running a stand at [event] on [dates]. Stand size: [size]. Budget: [amount]. We're showcasing [products]. Success means [e.g. 60 qualified leads]. Create: 1) a checklist of every task from now to two weeks after the event, grouped by week, each with an owner role and due date, 2) which products to display and why, given our goal, 3) a short headline and three talking points for the stand, 4) three quick questions staff should ask visitors to qualify them, 5) a follow-up email for hot leads and one for general contacts.Put the tasks on a board
Create a Trello board with a list for each week and add each task as a card with its due date and owner.
Block the key dates
Add the build day, show days and follow-up deadline to Google Calendar and invite the team.
Save the follow-up emails
Save both follow-up emails as Gmail templates so you can send them the day after the show.
What you get
Week -6: confirm stand graphics (Designer, 3 May). Week -2: print 200 leaflets (Marketing, 24 May). Stand headline: 'Packaging that ships flat and saves space.' Qualifying question: 'How many orders do you send a week?' Hot lead email: 'Great to meet you at the show. Here's the sample pack we promised...'
Tips
- Ask the assistant to cut the checklist down if you're a small team, so it only keeps the essentials.