What You Need for a Trade Show: Full Checklist from Stand to Giveaways

What you need for a trade show with a standard 6 m² stand: one or two roll-up banner stands (from EUR 62.48/pc), 200–500 business cards, 300–500 flyers, printed team clothing for 2–4 people, 100–200 paper bags with your logo, and 100–300 small giveaways for visitors. All the printing can realistically be prepared in 5–10 business days, so you should put the materials list together at least three weeks before the event.

1. Stand design

The visual side of a stand needs to work from 5–10 metres away. That means a large logo, one clear message, and minimal text on the main elements.

• Roll-up banner stand – the most versatile solution. Standard size 85×200 cm, rolls up into a carry bag, set-up takes a minute. One stand is enough for a small booth, two for a corner stand.
• Pop-up wall or photo backdrop – a background for the whole stand, good if you're planning photos or if your stand has an open back wall.
• Beach flag – visible above people's heads, useful at the end of an aisle or near the entrance.
• Table flags and A2–A1 posters – for highlighting specific products or offers on the table and side walls.
• Stickers – floor directions, logo on display glass, stickers on boxes and samples.

We produce all of these in-house: read more about banners and roll-up stands and large-format printing.

2. Printed materials

At a trade show, people pick up a material, put it in a bag, and remember it a week later. That's why every item needs your contacts and a QR code on it.

• Business cards – 200–500 pcs per person working at the stand.
• A5 or A6 flyers – 300–500 pcs for quick handing out.
• Brochures or catalogues – 50–150 pcs for serious prospects, not everyone.
• A4 price lists – 20–30 pcs, easy to update if prices change.
• Stickers with your logo – for samples, gift packaging and bags.

We print business cards, flyers, brochures and invitations via digital printing, from 1 pc up to large runs, with a 1–3 business day turnaround.

3. Team, packaging and giveaways

Matching clothing is the simplest way for visitors to recognise who's staff at the stand. The most practical set: a polo shirt or T-shirt with embroidery on the chest (110×90 mm) and a logo on the back up to 280×210 mm; in colder halls, a hoodie or sweatshirt. A spare set for the second day is a must.

For packaging, paper bags with your logo work best – 11 sizes, white and kraft, from 100 pcs. A bag with your logo travels around the exhibition hall all day and works as extra advertising.

For giveaways, two levels work well: a mass small item for everyone (pen, notebook, keyring, reflector), and a more valuable gift for conversations with specific clients (thermal mug, sports bottle, power bank, backpack). You'll find over 2,000 items in our promotional products catalogue.

4. Equipment, small essentials and lead collection

The list most often forgotten: a 5 m extension cord and a power strip, tape and double-sided tape, scissors, a knife, tissues, water for the team, charging cables, a cash box or card terminal, and a spare box of printed materials under the table.

For lead collection, prepare printed A5 forms (100–200 pcs) and a QR code on the roll-up and flyer linking to a form or catalogue. A business card draw box works well if the prize is real and announced on the spot.

Checklist with quantities and deadlines

In-house printing (stickers, business cards, posters, banners) – 1–3 business days. Printed promotional products – usually 6–10 business days: production 4–7 days depending on quantity, plus delivery 2–3 days. Urgent jobs are assessed separately.

Examples from our catalogue

A few examples from our catalogue:

• Standart Roll-Up Black display stand with printing – aluminium frame, full-colour print on blockout material (no see-through from the other side), from EUR 62.48/pc at just 1 pc.
• Double Roll-Up display stand with printing – double-sided aluminium stand printed on both sides, suited for a free-standing spot in the hall, from EUR 167.60/pc at 1 pc.
• Beach flags – vertical flag with full-colour printing, visible above stand walls.

Timeline before the show

• 3–4 weeks before – confirmed list and budget, promotional products and clothing ordered.
• 2 weeks before – artwork finalised, stand printing approved.
• 1 week before – all products received and checked, small items bag packed.
• 1 day before – test set-up in the office, so there are no surprises at the show.

Send artwork in vector format (.ai, .eps, .pdf, .svg), CMYK, raster images at 300 dpi. We send quotes online and as a PDF with product photos, prices, logo printing area and turnaround for each item; on request, we can prepare a 3D view with your logo.

Frequently asked questions

How far in advance should I order materials for a trade show?

Printed materials (roll-up, posters, business cards, flyers) can realistically be ready in 3–5 business days, but plan 6–10 business days for printed promotional products and clothing. It's safest to start three weeks before the event.

How much does a printed roll-up banner stand cost?

A standard single-sided roll-up 85×200 cm with an aluminium frame and printing on blockout material – from EUR 62.48/pc excl. VAT; a double-sided Double Roll-Up – from EUR 167.60/pc. The price includes the frame, printing and a carry bag.

Can I order just a few shirts and mugs?

Yes. We print clothing in small quantities too, and sublimation printing on mugs and thermal mugs is available from 1 pc. At larger quantities the price per piece drops significantly, as the set-up fee is spread across more units.

What giveaways work best at trade shows?

Items people take back to the office: pens, notebooks, tote bags, keyrings, reflectors. Save more valuable gifts – thermal mugs, sports bottles, power banks – for specific conversations, rather than putting them out on the table.

What format should the logo and artwork be sent in?

Vector graphics: .ai, .eps, .pdf or .svg, CMYK colours. If you only have a photo or raster image, it must be 300 dpi at actual size. Artwork is approved by email before production.

Can you make the whole set in one place?

Yes – stand printing, print materials, stickers, clothing and promotional products all come from a single quote with one deadline, so you don't need to coordinate several suppliers.

Send us your trade show list, or simply the date and stand size, to info@attaprint.lv, call us, or message us on WhatsApp at +371 25776699 – we'll prepare a quote with prices, logo printing areas and deadlines within one business day. You can view examples of our work in the our work section.