The 2026 trade show season is just around the corner. You have the booth, you have the graphics, but have you packed all the essentials? A forgotten charger or missing business cards can ruin the impression of even the best exposition. We have prepared the ultimate checklist for you to ensure you forget nothing – from promotional gifts to the last roll of tape.
Why is Trade Show Preparation Crucial?
A trade show isn't just about "being there." It's an investment of time and money that must yield a return. Success at the booth relies on details. When a visitor approaches, you must be ready to engage them, serve them, and offer a gift within the first 3 seconds. Chaos at the booth = lost customer.
Basic Booth Equipment: Essentials You Can't Do Without
Before we discuss gifts, let's check the technical background. This is the "hardware" of your presentation:
- Presentation Systems: Roll-up banners (check if they don't curl and the mechanism works), walls, counters.
- Printed Materials: Business cards (take 2x more than you think), flyers, catalogs, price lists.
- Office "Rescue Kit": Scissors, adhesive tape, stapler, pens (not the giveaway ones, but your working ones), notepads.
- Electronics: Extension cords (black looks better), chargers for phone/laptop, power bank.
- Refreshments for the Team: Water, gum, energy bars (there's often no time for lunch).
TOP 5 Promotional Products That Work at Trade Shows
Visitors love gifts, but not every gift makes sense. In 2026, practical and sustainable items are leading the way. What shouldn't be missing from your counter?
1. Lanyards
An absolute trade show classic. Custom printed lanyards are seen everywhere. Visitors hang their tickets on them and walk around the entire exhibition center with your logo.
Tip: Choose a 20 mm width for better logo readability.
2. Badges and Buttons
A cheap and effective "carrier" for your brand. Visitors love to pin promotional badges (buttons) on their clothes or bags. It's a great way to get your logo into the crowd at minimal cost.
3. Pens (Quality Ones!)
A cheap plastic pen that doesn't write is anti-advertising. Invest in higher quality metal pens or interesting eco variants. It's a business card that people use every day.
4. Cotton Bags
Visitors collect flyers and catalogs. Where will they put them? In your printed cotton bag! If you have a nice design, it becomes a "walking billboard." Plastic bags are out.
5. Something Extra (WOW Effect)
Want to stand out? Try promotional electronics (USB drives, power banks) for VIP clients or practical small items like cleaning cloths for glasses/screens.
Logistics: How to Get It There Without Going Crazy
Having things produced is one thing, getting them to the exhibition center is another.
- Packing: Label boxes on all sides (contents + unpacking priority).
- Transport: Find out entry gates and times for supplies.
- Express Production: Forgot something? Use our Express Production service. We can print selected items within 24/48 hours.
Checklist for Download (or Copying)
✅ Quick Trade Show List
☐ Roll-up banners and walls
☐ Business cards (plenty!)
☐ Flyers and catalogs
☐ Lanyards for giveaways
☐ Pens for clients
☐ Badges / Buttons with logo
☐ Business card bowl (for contests/collecting contacts)
☐ Chargers and extension cord
☐ Water and snacks
☐ Smile and energy!
Running Late with Preparations?
We'll help you equip your booth at the last minute. We check graphics for free.
Inquire About Trade Show PackageFrequently Asked Questions About Trade Shows
How many pens should I bring to a trade show?
It depends on the size of the event. For a smaller local trade show, count on approx. 100–200 pcs/day. For large international events, it can be 500+ pcs/day. It's always better to have leftovers than to run out by noon.
How fast can you produce lanyards?
Standard production takes approx. 2–3 weeks, but we also offer express lanyards (stock items) which we can print and deliver within 3–5 working days.