Why a Well-Prepared Trade Show Kit is Essential
Picture this: You’re at a busy trade show, surrounded by potential clients, and everything is going smoothly—until you realize you forgot a crucial item. Maybe it's an extra power strip, the USB drive that has your sizzle reel, or even something as simple as business cards. Suddenly, what should have been a seamless experience turns into a scramble to find a quick solution.
Whether you're a seasoned exhibitor or preparing for your very first trade show, having a well-stocked trade show kit is your secret weapon to avoid these last-minute stresses. It’s not just about having tools and supplies on hand—it’s about being prepared for the unexpected, so you can focus on making a lasting impression and generate leads for your sales team.
In this post, I’ll dive into the must-have items every trade show kit needs to keep your team organized, your booth running smoothly, and your peace of mind intact. (Note: This post contains affiliate links, which means I may earn a small commission at no extra cost to you.)
Must-Haves
Tools & Setup Supplies
Multi-tool or screwdriver: You never know when you might need a small screwdriver, pocket knife, or even a nail file in the booth. I wouldn’t spend a ton on this, something basic will do the trick.
Box cutter: I recommend having at least 1 box cutter for each person who will be helping with setup. If possible, pack these in checked luggage so they can travel with you to the show floor. These high visibility box cutters are easier to see in trade show chaos.
Shipping tape: So much prep goes into the setup of the trade show, but tearing down is just as important. Definitely have several rolls in your trade show kit and keep it stocked. A lot of people recommend duct tape, but I don’t think I have ever used it in all of my years doing trade shows.
Zip ties: I probably haven’t used duct tape because my default move is to reach for zip ties if I need to bind two things together. They are fast and easy to use and might even save the day.
Power strip: If your booth comes with power, you will probably only get one outlet to use. That’s where power strips come in handy. You will need these to charge all of your devices and possibly power AV in your booth for the day. Convention centers charge outrageous amounts of money to rent these, buying one will save you the headache.
Marketing & Branding Materials
Business cards: As much as society is moving away from paper, business cards are still used consistently. They are quick to hand off to potential customers. I recommend asking every member of your sales team for a small stack to include in the kits.
Brochures or product catalogs: Make sure to keep a supply of brochures on hand so customers can learn about you after the show.
Swag: Swag is so common now you will see people scanning any displays you have so they can “shop” what you are giving away. I recommend having a tier of “freebie” swag for anyone and then a tier of nicer swag for anyone that completes a demo or sets up a meeting with your sales team.
Signage, banners, or posters: Pull up banners are easy to transport and take from trade show to trade show. Make sure you have ample signage for all of your booths. I like AlphaGraphics for print needs like postcards, posters, etc. If you are going to a show in a major city, they probably have a location near you.
Tech & Electronics
USB drives with presentations or sizzle reels: A lot of the monitors you might rent from a convention center or hotel will have a spot for a USB drive for you to play your sizzle reel. Make sure each drive is preloaded with any assets you might want to display.
Cable adapter: You never know what kind of options you might be facing when you are connecting your laptop to a rented monitor, so having an adapter with multiple port types is a must-have.
Tablets or laptops for demos: A no-brainer of course! Every sales team member should have a laptop at the show. A lot of teams will also bring tablets because they are easier to walk around in the booth and pull up critical information. Experiment with what works best for your work flows. If you decide to keep laptops in your trade show kit, have a way to secure them at night and keep them charged before and after every show.
Health & Safety Essentials
Hand sanitizer: It’s always nice to have hand sanitizer on hand after shaking hands with people all day. I recommend stocking a kit with travel sizes so it’s no big deal if people accidentally walk away with them.
First aid kit: I’d be lying if I said I have never cut myself using a box cutter. Accidents happen and tracking down a bandage at trade shows can take longer than you’d imagine. Definitely have a decent first aid kit on hand, or at least a variety pack of bandages.
Water bottles and snacks for the team: Having water and snacks handy saves time and money. The team will appreciate having these items on hand. I like having power snacks like nuts and protein bars on hand.
Administrative & Communication
Event schedule/itinerary: Print the show schedule so the team has it as an easy reference if the show app isn’t user friendly.
Contact list of team members and vendors: So great to have handy in the booth as a quick reference! This is especially important if you don’t attend every show with your team.
Bonus Items: The "Nice-to-Haves"
Steamer: Really handy if you have fabric walls or tablecloths in your booth. Smoothing out the wrinkles makes a big difference in your booth presentation.
Breath mints or strips: These will get used and everyone will thank you.
Pain reliever packs: So handy if anyone gets a headache or cramps. You can really save someone’s day with these.
Packing and Organization Tips
To pack these up, I would get a storage pouch for every category to keep them organized and then store everything in a medium sized plastic box. Clearly label everything and make a note to restock as the year goes on.
Trade shows are full of opportunities—but they can also be full of surprises. By ensuring your trade show kit is well-stocked with the essentials, you'll be ready to handle anything that comes your way. Whether it’s an unexpected setup issue, a tech malfunction, or simply needing to hand out an extra business card, having the right items on hand allows you to stay focused on what really matters: generating leads for your team.
Take a moment to review your own trade show kit. Are you prepared for the next event? If not, now is the perfect time to add those must-have items. And remember, every great kit evolves over time—so don’t hesitate to customize it to your team’s needs. Please connect with me if you need extra support for upcoming trade shows.