Don’t Miss Your Tradeshow Deadlines

Deadlines are the backbone of any successful trade show program. They keep your team organized, your budget under control, and your exhibit on track. To stay ahead, build every milestone into a project management system — especially the following key deadlines. Our team can support you on your trade show project management, so you can focus on other things such as sales.

Booth space booking often happens before the current year’s show even ends. Many shows assign space by points, exhibitor history, booth size, or membership status. Missing your appointment can cost you prime real estate or a spot on the floor entirely.

Hotel reservation deadlines operate similarly. You may book blocks early, but unassigned rooms can be removed if you miss the name-assignment deadline.

Early discount deadlines for flooring, electrical, furniture, rigging, floral, and equipment orders can save 20–30%. Missing them can cost thousands, so track them individually.

Shipping deadlines determine whether you deliver to the advance warehouse or direct-to-show. Delivering outside the allowed window triggers off-target surcharges charged per pound or CWT — a small timing slip can quickly become expensive.

Exhibit display deadlines set by your exhibit house ensure designs and graphics arrive on time. Last-minute changes disrupt production, electrical layouts, and installation planning.

Badge registration prices increase as the show approaches. Register early, even with placeholder names, to avoid unnecessary costs.

Installation/dismantle scheduling affects labor rates — weekday installs are cheaper than weekend overtime.

Post-show tasks include collecting invoices, reconciling expenses, and debriefing while details are fresh.

Building a master timeline keeps your program on schedule, on budget, and positioned for success. Let us manage that timeline for you.