FREE Trade Show Planning Template
Master trade show planning timelines with our intuitive trade show planning Gantt chart template.
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Why use our Trade Show Planning Template instead of Excel or Google Sheets?
Get started with our Trade Show Planning Template in seconds while skipping the hassle involved with Excel or Google Sheets.
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How to use Tom’s Planner’s trade show planning template to build and share your trade show.
Getting your project off the ground is as easy as 1-2-3.
Step #1
Click the 'start with template’ button to open the Trade Show Planning Template.
Step #2
Register for a free account and watch a short video on using Tom’s Planner. The account is free forever, with no strings attached.
Step #3
You’re all set to use the Gantt chart template. Need additional help? Our AI assistant can create a custom Gantt chart Trade Show Planning Template based on your project description.
What is a trade show planning template?
There’s nothing like a trade show to connect a company with its customers, partners, or competitors. Planning and managing a trade show can be more than a little challenging, however. For event marketers, a trade show planning template can help.
A trade show planning template, sometimes called a trade show planning checklist, is a flexible tool that makes it easier to plan and manage these events. Depending on the format in question, you’ll have access to a range of customizations, including things like venue, booth layout, promotions, and more.
What format should you choose, though? Is a trade show planning template in Excel enough? Is it better to use Google Sheets? The answer is neither.
Choose a trade show planning Gantt chart template instead
Rather than trying to cram all your data into a trade show checklist template in Excel or Sheets, opt for a Gantt chart like Tom’s Planner. Spreadsheets are undeniably useful, but they’re the wrong tool for event planning and management.
A Gantt chart offers flexibility and in-depth planning capabilities. Tom’s Planner gives you the means to create customized timelines, assign tasks, set task priority, and many other must-have functions to simplify trade show management.
For instance, with a Gantt chart, you can create customizations that fit your needs, whether you’re managing the entire trade show or just need to manage your company’s attendance at one, such as:
- Customized timeline
- Venue selection
- Staff scheduling
- Vendors and suppliers
- Event scheduling
Whether you’re planning to attend a trade show as a business or you’re creating and managing a trade show that businesses will attend a Gantt chart gives you the flexibility and planning capabilities you need.
When to use a trade show planning template
Planning is central to having a successful trade show. A schedule can be used at many points along the way, including the following:
Planning Phase:
Planning a trade show is an in-depth process that requires a great deal of thought, ideation, and collaboration between teams. Even just attending a trade show requires deep planning to make the most of the opportunity. A trade show planning Gantt chart like Tom’s Planner can help ensure planning success.
Resource Allocation:
Whether you’re managing a trade show or attending one, you’ll need the right resources at the right time. A schedule helps ensure accurate resource planning and allocation throughout the event.
Attendee Communication:
Communication is critical between trade show attendees and event managers. A schedule can help streamline communications by specifying timelines and providing important information that attendees need to know.
With a trade show planning template, it’s easier to plan for success and see the return on investment you need from any such event.
Who should use a trade show planning template?
Trade show planning templates are important tools, and they can be used by a very wide range of individuals, including:
Event Managers/Teams:
Trade show planning templates give event managers and management teams the means to plan all the details surrounding their event, schedule tasks, set task priorities, and more.
Attendees:
Trade show attendees can also benefit from using a planning template. It can help ensure they create an effective booth layout while complying with venue rules about design specifications. It also provides an agenda so attendees can plan booth staffing, event attendance, and more.
Vendors and Suppliers:
Vendors and suppliers will need to work with management teams and facilitators at the venue. A schedule helps them synchronize their schedules, note when their products or services will be needed, and more.
Using a trade show planning template unifies everyone and ensures that all stakeholders are on the same page.
Start with templateThe three top pitfalls to avoid when planning a tradeshow
Planning a trade show? Follow these tips to avoid critical pitfalls that would negatively affect your event.
- Failure to Plan Measurable Goals
What are your goals related to the trade show? What do you want to see out of the event? Failure to set specific, measurable goals can make it hard to focus your efforts.
Solution:Set specific, measurable goals before the event so your team knows your priorities.
- Not Having a Plan B
For businesses, not having a second-tier trade show lined up can be problematic. Many trade shows have hard deadlines for attendance, so if you miss that, you’ll need a backup.
Solution:Know the deadline for submission and make sure you have a backup trade show in mind if circumstances prevent you from making it to your first choice.
- Not Having a Buffer
Planning trade show attendances too close together can cause issues if you encounter scheduling snafus, staffing problems, or other challenges.
Solution:Keep a buffer between each trade show to help account for any hurdles you might need to leap.
A trade show planning Gantt chart can help you plan accurately and avoid these potential disasters.
What does a trade show planning template include?
Each trade show is unique in terms of size, duration, and schedule of events. Likewise, businesses attending trade shows may have different needs and expectations. A custom trade show planning template helps account for these differences. However, most schedules will have a few common areas, such as:
- Venue Selection:
For trade show and event managers, this will likely be labeled “venue selection”. For business attendees, it will likely list the venue in question, as well as pertinent information, like the address, phone number, and other details. Other elements that can be customized will include shortlisted venues, site visits, venue evaluation, and venue confirmation.
- Vendor Acquisition
For trade show managers, vendor acquisition is a critical consideration. This can include a broad range of customizations, including vendor needs assessments, vendor research, requests for proposals (RFPs), vendor interviewing, reference checks, delivery schedule coordination, and contract negotiation to name just a few.
- Product Demo(s):
For trade show managers, this may list information related to what types of demonstrations are allowable. For trade show attendees, this should detail the demonstrations they will showcase at the event, as well as related information, such as required supplies and materials.
- Marketing Strategy
Dialing in your trade show marketing strategy is critical. Customizations here can include audience identification, marketing objective definition, marketing channels selection, content creation plan, marketing schedule creation, budget allocation, and strategy adjustment.
Four tips on how to make sure you reach your deadlines
1. Plan Attendance Early
Attending a trade show is no simple thing. It requires time, money, materials, and more, and planning your attendance helps you maximize those investments. Know which trade shows you intend to attend, the costs of attendance, and what you hope to get out of each.
2. Create an Experience
It’s not enough to just have a booth at a trade show. You need to create an experience for visitors that immerses them in your product or service. Plan your budget and booth design accordingly.
3. Budget Early, Revisit Often
Whether you’re attending a trade show or managing one, you’ll need a budget in place well ahead of time. However, don’t expect that budget to stick. Things happen. Surprises occur. Revisit your budget periodically to ensure it tracks with reality.
4. Submit Attendance Forms Early
Often, trade show spots are limited, particularly for very popular shows. Get your application in as early as possible. This will require accurate planning on your part, so you don’t miss key deadlines.
Gantt charts in Tom's Planner vs in Excel
| Excel | Tom's Planner | |
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| Cost | License required | Free version available |
| Learning curve | Hours | Minutes |
| Create your first Gantt chart | Hours | Minutes |
| Making an update in your chart | Several minutes | Seconds (drag & drop) |
| Sharing charts with others | At some point you will save and email a file titled: version_4_def_usethisversion_reallyfinal.xlsx | Online, one source of truth, always up to date, with no confusion |
| Look & Feel | Messy | Clean, polished and professional |
| Dependencies | 
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| Filtering | 
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| Zoom in/out |
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| Automatic Legend |
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| AI-assist |
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Let our AI assist do the work for you |
| Export to image or pdf | Requires workarounds to export | One mouse click |
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