Expo Vendor Setup Checklist

Use this checklist to prepare for a successful event day. Not all items will apply to every vendor, but this guide offers a strong starting point.

Booth Setup & Display

• 10×10 canopy/tent (weighted and/or secured per guidelines)
• Tent weights or anchors
• Tables (for display, service, or check-in)
• Chairs (for staff and/or guests)
• Tablecloths or branded coverings
• Branded signage or banners
• Booth backdrop or display stands
• Display racks, shelves, or risers
• Floor mat or rug (optional for comfort/branding)

Marketing & Engagement Materials

• Business cards
• Flyers, brochures, or service menus
• Product samples or demo materials
• Giveaways or promotional items
• Branded swag (pens, totes, magnets, stickers, etc.)
• QR codes (linked to your website, social media, or lead form)
• Raffle box or sign-up sheet for prize drawings
• Social media handles/signage
• Banner or tabletop sign with “Ask Me About…” or booth highlights
• Event-day special offers or discount codes

Supplies & Equipment

• Cash box or mobile payment system (Square, etc.)
• Tablet or phone charger/power bank
• Clipboard and pens
• Notepad or forms for lead capture (digital or paper)
• Tape (painter’s, duct, clear)
• Scissors or box cutter
• Zip ties or clips
• Safety pins, bungee cords, or string
• Hand sanitizer and wipes
• Garbage can and/or trash bags
• Small toolkit or multitool
• Portable mirror (specifically for booths with wearables/cosmetics)

Optional Booth Enhancements

• Branded table runner or flags
• Small fan or battery-operated cooling item
• Decorative elements (flowers, greenery, props, balloons)
• Lighting (battery-powered if needed)
• Interactive game, spinner, or activity
• Photo opportunity or selfie frame
• Sidewalk chalk

Comfort & Personal Items

• Weather-appropriate clothing (layers, hat, etc.)
• Sunscreen and sunglasses
• Water bottle(s)
• Snacks or lunch
• Folding stool, seat cushion, footrest
• Wet wipes or paper towels
• Personal first-aid kit (bandages, meds, etc.)