How to Build a Trade Show Merchandise Checklist
Organize trade show products by audience and task, then prepare quantities, artwork and delivery details for a useful quote.
Event products often share one deadline but require different artwork, production steps and packing instructions. A clear approval record helps keep those differences visible.
Before placing the order, agree what must be approved, who can approve it and which file or sample becomes the production reference.
1. Prepare a usable artwork package
Send the best available logo file and identify the version to use. Vector artwork is often useful, but the required format depends on the product and process. If you only have a photograph or low-resolution image, send it for review rather than assuming it is ready for production.
Include the requested placement, dimensions and colors. Supply a color reference when one is required. A color shown on a screen alone is not a reliable physical comparison standard.
2. Make the approval scope explicit
| Approval item | What the review should resolve |
|---|---|
| Digital layout | Text, orientation, approximate position and artwork size |
| Physical sample, where needed | Material, dimensions, decoration appearance and relevant construction |
| Packing reference | Component count, arrangement, labels and external packing requirements |
| Shipping instructions | Destination, recipient details and receiving conditions |
Approving one item does not automatically approve the others. For example, accepting a logo layout does not confirm a final mailing address.
3. Record decisions in one current version
Use a final specification sheet or consolidated approval message. Record the product, quantity, artwork version and any agreed exceptions. If several people review the project, appoint one person to consolidate feedback before it reaches production.
Check that the physical sample and written specification do not contradict each other. Resolve any difference before treating either as the final standard.
4. Understand sampling costs and timing
For a standard sample, the stated reference fee uses the applicable U.S. shipping basis. Other destinations require confirmation. The full amount paid for a regular sample, including its shipping component, can be credited against a bulk order for the same product, without a quantity, order-value or time limit.
Special samples involving custom sizes, materials or tooling are discussed individually. Sample preparation and shipment are separate from the bulk production reference time.
5. Treat late changes as a new decision
If the client changes a color, logo or size after approval, request an updated cost and timing assessment. Approve the revised plan before production proceeds on the new basis.
If a nonconformity is identified before shipment, SourcingPromo arranges correction and rechecking. Where the proposed solution affects the schedule, the handling plan is submitted for customer confirmation.
Before dispatch
Reconfirm the receiving address, contact and any required labels or booking instructions. Check the product version and quantity against the approved order, and ensure any agreed packing groups can be identified.
Frequently asked questions
Must every order have a physical sample? Not necessarily. Sampling and testing requirements are agreed for the project.
Does every order receive an on-site factory inspection? No. Checks can involve photographs and physical items, with on-site follow-up arranged according to the order’s needs.
