Running a trade show requires coordinating hundreds of exhibitors, thousands of visitors, and a complex show floor across multiple days. Your run sheet is the operational spine of the entire event — the document that keeps exhibitor build teams, floor staff, seminar coordinators, and venue management all aligned to the same schedule. This trade show run sheet template covers the critical phases of a typical two-day exhibition: bump-in, Day 1 operations, Day 2 operations, and bump-out, giving your team a clear and scalable framework to manage from.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 07:00 | Exhibitor bump-in commences | Event Staff | Exhibition Hall |
| 07:00 | Forklift and logistics team on site | Logistics | Loading Dock |
| 07:30 | AV and seminar room setup | AV Team | Seminar Rooms |
| 08:00 | Catering setup — show floor coffee stations | Catering | Exhibition Hall |
| 08:00 | Exhibitor check-in desk opens | Event Staff | Registration Desk |
| 09:00 | Show floor walkthrough by event manager | Event Manager | Exhibition Hall |
| 09:30 | Visitor registration desk opens | Event Staff | Main Entrance |
| 10:00 | Show floor opens to visitors | Security | Main Entrance |
| 10:30 | Seminar Session 1 — morning keynote | Speaker | Seminar Room A |
| 12:00 | Lunch service for exhibitors and delegates | Catering | Dining Area |
| 13:30 | Seminar Session 2 — afternoon panel | Speaker | Seminar Room A |
| 17:00 | Show floor closes to visitors | Security | Main Entrance |
| 17:00 | Exhibitor networking drinks | Catering | Exhibition Hall |
| 18:30 | Security sweep and overnight lock-up | Security | Exhibition Hall |
| 07:00 | Bump-out commences — exhibitor pack-down | Event Staff | Exhibition Hall |
| 17:00 | Waste management and cleaning crew | Venue Staff | Exhibition Hall |
Stagger exhibitor bump-in times by zone to prevent congestion at loading docks — communicate individual time slots to each exhibitor well in advance.
Have a dedicated exhibitor services desk on the show floor throughout opening hours to handle last-minute requests, power queries, and complaints.
Ensure all seminar speakers have confirmed AV requirements and that the seminar rooms are fully tested before the show floor opens.
Post clear signage for visitor registration, seminar rooms, amenities, and emergency exits throughout the exhibition hall.
Maintain a bump-out schedule with allocated dock times per exhibitor to prevent chaos on the final day.
Most trade shows allow exhibitor bump-in one to two days before the show opens. For large custom stands, allow up to three days. Stagger access times by stand size to manage loading dock congestion and ensure smaller exhibitors aren't blocked by large builds.
Establish a dedicated exhibitor services desk with empowered staff who can resolve common issues (power, furniture, signage) on the spot. For complex issues, have a direct escalation path to the event manager and venue operations contact.
Allow at least four to six hours for bump-out, with smaller stands clearing first so larger stands with freight requirements can access loading docks efficiently. Communicate firm deadline times to exhibitors in pre-event communications.
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View Template →Stop juggling spreadsheets and last-minute messages. Run Sheets gives your entire team a single, live document for every event — accessible anywhere, updated in real time.