Let’s be honest, trade shows are both a sprint and a marathon. You’ve spent months preparing, the booth looks great, the carpet’s clean, the lights are on...and suddenly, it’s showtime. Day one has finally arrived, and everything you have been working toward is finally in motion. But if you’re the trade show manager, your job is far from over. In fact, it’s just beginning. You’re the go-to, the problem-solver, the unofficial team babysitter. And everyone comes to you - for everything.
And if you're not ready, stress shows up before the attendees do. Despite all the planning, last-minute curveballs from execs, product managers, and the sales team are almost guaranteed.
After years of watching clients crush it (and a few lessons learned the hard way), here are some real-life tips that keep day one running smoothly. No fluff, just stuff that works.
1. Snack Smart, Stay Sharp
First rule: feed your people. Do yourself a favor and ship individually packaged snacks and drinks with the booth. Granola bars, bottled water, trail mix, you name it. Your team will thank you, and you’ll avoid the sad floor picnic next to the trash can with the $18 mystery sandwich from the show café. Win-win.
2. Pack Like a Parent
At PFI, every booth goes out with a care kit. It’s not glamorous, but it saves the day more often than you'd think. Band-Aids for the new shoes. Advil for the pre-show headache. Breath mints, hand sanitizer, post-it notes – all the essentials that no one remembers until it's too late. If your exhibit partner doesn’t do this, be sure to pack your own little lifesaver kit for you and your team.
3. Arrive Early and Huddle Up
Have your team arrive well before the show opens. Use that time to walk the booth, review the game plan, and get aligned on who is doing what. Talk through meetings or demos scheduled for the day. Even ten minutes of prep time can make a huge difference.
It is also a great opportunity to pump up the team and boost energy before kicking off the day. High energy beats frantic energy every time.
4. Save the Day with Spare Chargers
Every team has that one person who lives on 2 percent battery. Be the hero and pack extra chargers and a few portable battery packs. Stash them in the booth and let your team know where to find them. A dead phone can cost you a live lead.
5. Hydrate or Die-drate
We joke about it at PFI, but the message is real. Hydrate or die-drate. Long days on your feet, dry air in the convention hall, and nonstop conversations can drain you fast. Keep water nearby and drink often. Even better, add an electrolyte supplement to help you stay sharp and avoid the sluggish crash that can hit mid-afternoon. Your energy and focus will thank you.
6. Be Nice to Your Feet
Everyone loves a great looking pair of kicks, but comfort wins on the tradeshow floor. Wear shoes that can handle 10,000 steps and still feel good at the end of the day. The wrong footwear can ruin your day fast. Bring a backup pair too if you can. Trust me, you won’t regret it.
7. Stagger Breaks and Avoid the Herd
Plan breaks throughout the day but avoid doing so when everyone else does. Noon is when most people take lunch, which means crowded lines and no place to sit. Shift your schedule so some team members take breaks earlier or later. This keeps your booth staffed and lets your team enjoy their downtime in peace.
8. Soak It All In
Trade shows are intense, and they go by fast. Take it all in. These are rare opportunities to learn, network, and be inspired. Don’t get stuck behind your phone or zone out between conversations. Look around. Watch how people interact with your space. Chat with a peer you admire. Learn something new.
These moments are where the magic happens. Don’t miss them.
Final Word
At the end of the day, your booth might be what draws people in, but your team is what makes the experience. Keep your crew sharp, fueled, and focused, and the results will speak for themselves. That’s how you win day one. And when day one is strong, the rest of the show follows.
When you work with PFI Displays, you get more than great design and build quality. You get a true partner who is there before, during, and after the show, making sure your booth stands out and your team is ready to shine when it matters most.
Let’s make your next show the smoothest one yet. Connect with us today.
Leave a Reply