The Step-by-Step Timeline to Booking a Winning Booth in Vegas

Matt LaBruzza
Sep 26
4 min read

Introduction
Why Timeline Planning Matters for Trade Show Booth Rentals Las Vegas
Step-by-Step Timeline for Booking a Winning Booth
- 6–9 Months Before the Show
- 4–6 Months Before the Show
- 2–3 Months Before the Show
- 1 Month Before the Show
- Show Week & Post-Show
Essential Booth Features That Maximize Impact
Budgeting and Cost Management
Why Choose Exhibit People
Conclusion & Event Planning
FAQs

Introduction

Las Vegas is the trade show capital of the world, hosting hundreds of conventions every year. In such a competitive environment, your booth isn’t just a space—it’s your brand’s stage. Planning your presence takes more than picking designs; it requires following a clear timeline.

This blog, The Step-by-Step Timeline to Booking a Winning Booth in Vegas, will guide you through each phase of the process. Whether you’re renting a 10×10 inline or a large custom island booth, sticking to a structured timeline ensures that your trade show booth rentals Las Vegas deliver maximum impact.

Why Timeline Planning Matters for Trade Show Booth Rentals Las Vegas

Without careful planning, exhibitors risk missing deadlines for booth space reservations, graphics submissions, or AV equipment setup. In Las Vegas, where demand is high, missing these windows can mean settling for less-desirable booth spots or scrambling with last-minute rentals.

A timeline offers:

Peace of mind — everything is locked in before deadlines.
Cost efficiency — early bookings often mean lower rates.
Design flexibility — more time for creative revisions.
Logistics control — reduced shipping and setup headaches.

Step-by-Step Timeline for Booking a Winning Booth

Here’s the roadmap to ensure your exhibit not only stands out but also runs smoothly from start to finish.

6–9 Months Before the Show: Lay the Foundation

Research Las Vegas trade shows and confirm your participation.
Decide on booth size (10×10, 10×20, 20×20, or larger).
Define your goals: lead generation, brand awareness, or product launches.
Shortlist rental providers experienced in trade show booth rentals Las Vegas.
Request design portfolios and initial quotes.

Pro Tip: Start your conversation with Exhibit People early—they offer hundreds of rental designs, plus customizable options to match your branding.

4–6 Months Before the Show: Lock in Your Booth

Reserve booth space with the event organizer.
Finalize booth layout and core design features.
Submit initial graphics concepts and branding requirements.
Confirm add-ons such as LED video walls, Smart TVs, counters, and flooring.
Review logistics (delivery, installation, dismantle).

This stage is where The Ultimate Guide to Trade Show Booth Rentals in Las Vegas becomes practical: you’re now moving from planning to execution.

2–3 Months Before the Show: Refine and Confirm

Submit final graphics to your rental provider.
Approve any custom modifications.
Confirm AV needs:
- LED Video Wall Rental: “Light up the floor—our LED video walls create show-stopping visuals that draw crowds like magnets.”
- Smart TV Rental: “Plug in, power up, and wow—our Smart TV rentals make your booth sleek, sharp, and unforgettable.”
Schedule staff training to align with booth layout.
Plan storage and demo flow using counters and modular displays.

1 Month Before the Show: Final Checks

Confirm delivery, shipping, and on-site labor schedules.
Test digital assets for LED walls or Smart TVs.
Order promotional materials (brochures, giveaways).
Create a daily booth maintenance plan (glass cleaning, storage labeling).

Event Planning : "Big event ahead? Let’s craft a booth that sparks conversations, grabs attention, and is tailored 100% to you."

Show Week & Post-Show: Execute and Evaluate

Show Week:

Supervise setup with your rental provider.
Test lighting, AV, and interactive displays.
Keep staff energized and trained for peak hours.

Post-Show:

Allow your provider to dismantle and return rentals.
Follow up with leads promptly.
Review booth photos and performance for improvements.

Essential Booth Features That Maximize Impact

Here’s a breakdown of must-have booth features that elevate any trade show booth rentals Las Vegas:

Budgeting and Cost Management

Budget plays a key role in your booth’s success. Here are tips to manage costs without sacrificing quality:

Bundle services with one provider for better rates.
Choose local providers in Las Vegas to save on shipping.
Prioritize impact items (graphics, AV, counters).
Opt for modular booths to reuse layouts at different shows.

Why Choose Exhibit People

At Exhibit People, the mission is clear:

We don’t just rent booths—we build smarter trade show experiences that make your brand unforgettable.

Why exhibitors trust them:

Local Las Vegas expertise with decades of experience.
Hundreds of customizable booth designs.
Turn-key packages including design, AV, graphics, furniture, and install.
Transparent pricing with one invoice.

Conclusion & Event Planning

Sticking to a timeline transforms your booth from a rushed setup into a show-stopping brand experience. By starting early, finalizing details on time, and working with trusted partners like Exhibit People, your trade show booth rentals Las Vegas will be positioned for maximum success.

Event Planning : Big event ahead? Let’s craft a booth that sparks conversations, grabs attention, and is tailored 100% to you.

FAQs

Q1: How early should I book trade show booth rentals in Las Vegas?

At least 4–6 months in advance for best availability and pricing.

Q2: Can I rent glass display counters for small products?

Yes, many providers offer secure glass or plexiglass counters with lighting.

Q3: What makes Exhibit People different?

Turn-key rentals, custom designs, and local expertise in Las Vegas.

Q4: Do LED video walls and Smart TVs add significant cost?

They do, but they also deliver unmatched visual impact and higher engagement.

Q5: Can I reuse my booth graphics?

Yes, many graphics can be repurposed for future shows with modular rentals.