Normally, when you return to the office after a few days or a week at a trade show, trade show inventory checks fall to the bottom of the priority list. Most teams shove everything into the storage closet and jump back into work, hoping everything is still there and in good condition the next time they open the cases. But these are not normal times.
Some of your co-workers may still work from home or follow staggered schedules, leaving the office quiet and giving you space to pull all your trade show materials out of storage. You may not want to spend part of your workday doing this, but once you finish, you’ll feel far more organized and prepared. You’ll know exactly what you have before your next event and can build a clear budget for replacements.
Before you dive in, gather a few key items first. Keep these nearby:
- Laptop, tablet, or notepad to record information
- Disposable wipes or household cleaner to remove dust and sanitize items
- Box cutters and packing tape
- Sharpie markers or pens
- Smartphone or camera to photograph items
- Desk space, power strip, and power cords to test electronics
Also, don’t expect this to be a quick process. Block out enough time in your schedule, especially if you need to pull items from multiple locations or track down missing pieces.
Now that you’re ready to begin, here’s our #1 tip for organizing your trade show inventory: categorize everything.
Trade Show Materials
Most trade show materials fit into four categories:
- Display, flooring, and furniture
- Signage
- Technology
- Marketing and promotional items
Display, Flooring, and Furniture
Start with the largest items first. Count every piece and confirm nothing is missing. Check your trade show display for missing hardware or damaged components. Inspect flooring tiles for wear and tear. Look over furniture for stains, scratches, or broken parts.
If space allows, fully assemble your display so you can create a complete checklist and identify anything that needs repair or replacement. If furniture needs professional cleaning or repair, contact a local company and schedule service. Record repair details in your spreadsheet so you can reference them later.
Once you finish the inspection, clean and sanitize everything before repacking the items into shipping cases, carry bags, or boxes. Label every container clearly so you know what’s inside without reopening it later.
Signage
This category includes logo banners, pull-up banner stands, podium graphics, directional signage, and floor decals. Inspect each piece carefully for damage, fading, or outdated information. If graphics need updates, work with your graphic designer and contact your trade show company to reprint or replace the materials.
Most companies replace signage every six months to three years depending on how often they exhibit. Frequent travel naturally creates wear and tear, but poor packing and storage cause most damage. Take extra care when packing materials to prevent unnecessary replacement costs.
Technology
Gather all electronic items and test them one by one. This includes laptops, TVs, monitors, projectors, tablets, scanners, and smartphones. Plug each device into a power strip and confirm it powers on correctly. If something doesn’t turn on, test a different power cord first before deciding to replace it.
Track every technology item in a spreadsheet and include the model, serial number, purchase date, and condition. Note whether the device powers on properly or shows signs of damage like cracked screens or outdated software.
For laptops and tablets, install operating system updates, application updates, and malware protection. Once you identify outdated equipment, compare replacement costs against rental options. Renting may save money and free up valuable storage space.
Marketing
Marketing materials include brochures, handouts, business cards, promotional products, and branded giveaways. Review every item carefully for outdated information, old logos, expired promotions, or former employee contact information.
Separate the materials you can still use from the ones you should recycle or replace. Then create a list of updates for your graphic designer. While reviewing materials, brainstorm fresh ideas for future trade shows, including attendee engagement games, product launches, and new promotional giveaways.
Final Thoughts
As you put everything back into storage, group similar items together and label every case, bin, and box clearly. Organize the space so you can quickly access materials before future events and leave room for new purchases if needed.
If your trade show schedule has slowed down, use this time to organize and review your event inventory now. A little effort today will save you time, stress, and money before your next show.
