Your Turnkey Booth Checklist: The Small Details That Make or Break Your Conference Presence

A friend recently reached out asking for advice on conference sponsorship—specifically, how to prepare when the booth is provided as a turnkey setup.

Most people focus on the visuals: the design, the colors, the branding. But the biggest problems rarely come from the design itself. They come from the tiny, easily overlooked logistics details that only become obvious once you’re already on-site.

To help you avoid those stressful, last-minute surprises, here’s a quick turnkey booth readiness checklist—the questions you should have answers to long before the event starts.

1. Monitor & Screens

Is a monitor included in your sponsorship package? If not, will you be renting one from the venue, or carrying your own? Clarifying this early prevents last-minute scrambling for cables, adaptors, or rentals.

2. Lead Scanners

How many scanners or licenses are included? If your team is large or your booth is expected to be busy, you may need extra devices to avoid bottlenecks in capturing leads.

3. Carpeting & Flooring

Some venues include standard carpeting; others don’t. And sometimes your booth theme requires a specific color, texture, or raised platform. Make sure you know exactly what you’re getting—and what you may need to order separately.

4. Cleaning Services

Is cleaning included daily, or just before the show opens? Busy booths accumulate dust, wrappers, and coffee cups fast. Knowing the schedule helps you plan for tidy presentation throughout the event.

5. Waste Management

It’s simple, but easily forgotten: Will you have a trash bin? Who empties it? Does on-site staff handle it, or is it your responsibility? The small things add up quickly during a multi-day expo.

6. Your “Essentials Box”

I always bring a personal emergency kit, and it has saved me countless times. Include scissors, tape, pens, paper, HDMI cables, adapters, extension cords, power strips, and anything else you’d want within reach when something goes wrong.

7. Sign Holders & Flyer Stands

If you don’t plan for them in advance, you’ll only realize you needed them once you see your beautifully printed flyers lying flat on the counter. Vertical displays always attract more attention.

These are small, practical details—but they’re the difference between a chaotic scramble and a smooth, professional booth setup. And when you only have a few hours to prepare before the expo floor opens, that difference is everything.