Exhibitor Technology Timeline: What to Order and When Before Your Show

Booth technology rarely fails because a screen breaks. It fails because something was ordered late: the internet line, the extra power, the content file, the replacement cable. A simple timeline keeps those details from piling up in the last week.

This planning timeline is built for exhibitors renting booth technology such as TVs, video walls, tablets, kiosks and laptops. Adjust the timing to your show's actual deadlines. Your exhibitor service kit is always the final word.

Two to three months out: define the booth's technology

Start by deciding what the technology in your booth needs to do. Will you run a looping video, live demos, lead capture, a presentation schedule or all of these? Write down:

• How many screens, tablets or kiosks you need, and where they go in the booth.
• What each device will show or run.
• Who will be responsible for the technology at the show.

Then read the exhibitor prospectus. Note the deadlines for booth electrical, internet, rigging and any other services you'll need. Also note the venue's rules on shipping, move-in times and booth height. Our booth technology checklist is a good companion for this step.

Six to eight weeks out: request your rental quote

Once you know what you need, request a quote for your booth technology. Include the show name and city, booth number and size, move-in and move-out dates, the list of equipment, and where you want it to ship.

ConventionVendor.com rentals ship nationwide with prepaid return labels. If you want someone to deliver and set up the equipment in your booth, on-site setup is available in many areas as an extra-cost add-on. Mention it in your request so it's in the quote.

Four to six weeks out: file the show forms

This is the window when many early-rate deadlines fall. Use your service kit to order:

• Booth electrical for every display, kiosk, charger and laptop.
• Wired or wireless internet, if your applications need it.
• Rigging or labor, if you're hanging anything or using a large structure.
• Material handling paperwork for inbound shipments.

These services come from the venue and its official contractors. The exhibitor is responsible for drayage, union labor, electrical and internet fees, so check the exhibitor prospectus and budget for them separately from your rental. Our guide to show Wi-Fi rules explains why many venues restrict personal hotspots.

Three to four weeks out: finish your content

Content is the item most often finished at the last minute. Aim to have it done here:

• Export videos in the resolution and format your displays will use.
• Build any kiosk or tablet apps, forms or presentations, and test them on similar devices.
• Decide how content will be loaded: USB drive, media player, laptop or cloud.
• Confirm lead capture forms send data where your sales team expects.

If you're using rented tablets for lead capture, our lead retrieval with iPads guide covers setup tips.

Two weeks out: confirm logistics

Now confirm the details that tie everything together:

• Confirm the rental's ship-to address and the name and cell phone number of the receiver.
• Share your booth number and move-in time with your rental coordinator.
• Print copies of your show forms and order confirmations.
• Assign one person to receive, test and pack up the technology.

Move-in day: test everything

When the equipment arrives, open every case and test every device before you build around it. Power on screens, connect sources, load content and run your apps on the venue's internet. Photograph the case contents and keep the packing materials together. If anything is missing or not working, call your rental coordinator right away.

During the show: assign an owner

Give one team member the job of checking the technology at the start of each day and after breaks. They should charge tablets overnight, restart kiosks if needed, and keep cables tidy and out of walkways.

Teardown: pack and ship back

Before the hall closes, collect every device and accessory. Pack each item into its original case with its foam, attach the prepaid return labels, and photograph the sealed cases. Follow the outbound shipping instructions in your service kit, since some venues use set pickup windows or paperwork for outbound freight.

The timeline at a glance

• 2–3 months: Define your technology needs and read the prospectus.
• 6–8 weeks: Request your rental quote.
• 4–6 weeks: File power, internet and handling forms.
• 3–4 weeks: Finish and test content.
• 2 weeks: Confirm shipping and receiving details.
• Move-in: Test everything.
• Teardown: Repack and use the prepaid return labels.

Start your booth technology plan

The earlier we know your show, the easier it is to plan the right package. Browse our exhibitor resources, then request a quote with your show details.