The Trade Show Booth Materials You Need for Your Display

The trade show booth materials you need fall into six groups: the stand structure and printed graphics, furniture and display fittings, power and lighting, sales materials, a stand toolkit, and the paperwork from your exhibitor manual. Exactly what you bring depends on your space: a shell scheme gives you walls and a fascia, while space only gives you bare floor and everything else is up to you.

Use the quick checklist to see what you need, then the detailed lists to pack. Prices are live Stand Central prices, ex VAT.

Quick answer: what you need for a successful trade show booth

Item	Shell scheme	Space only	Stand Central price
Backwall or wall graphics	Graphics to fit the shell walls	Freestanding backwall, e.g. a 3m fabric wall	3m fabric wall from £388.95 ex VAT
Pull up banners	Useful for extra height and side messages	Useful to frame the stand	From £55.95 ex VAT
Counter or demo point	Yes	Yes	Flat-pack counters from £159.95 ex VAT
Literature stand	If you hand out print	If you hand out print	From £152.95 ex VAT
Table and printed tablecloth	If you hold meetings	If you hold meetings	Trestle-table cloths from £81.95 ex VAT
Lighting	Check what the shell includes	Needed in most halls	Banner spotlights from £67.95 ex VAT for two
Power	Often extra; order from the show	Order from the show	Ordered through the organiser
Hanging banner	Usually not allowed	If the venue allows rigging	From £401.95 ex VAT
Sales materials, toolkit, paperwork	Yes	Yes	See the lists below

Trade show booth materials checklist

1. Display stand, graphics and signage

• Backwall or backdrop: a fabric, pop up or modular wall for space only, or printed panels sized to your shell walls. This is where your brand goes, so keep it eye-catching and readable from the aisle.
• Pull up banners (a retractable banner stand) for height, side signage or the entrance.
• Any hanging banner, if the organiser and venue allow rigging (and you have booked it).
• A spare graphic in case of damage in transit.
• Carry bags or wheeled cases for every piece, labelled.

A 3m backwall is the centrepiece of most small stands. When we compared like-for-like 3m fabric walls from seven UK suppliers, the median price was £399.00 ex VAT and the middle half sat between £335.00 and £446.95, with artwork design, delivery and lights the main hidden extras. For help choosing a system, see the best portable display stands for exhibitions.

2. Furniture and display fittings

• Counter or demo point, ideally lockable or with shelf space for literature and personal items.
• Literature stand or brochure holder.
• Table and chairs or poseur table and stools for meetings (check what the organiser supplies or hires out).
• Printed tablecloth or table runner to cover a plain trestle table.
• Shelves, plinths or display cases to showcase products.
• Screen and stand or bracket if you show video.
• Flooring, if you are on space only and carpet is not included.

A printed exhibition counter does a lot of work on a small stand: it gives your team a base, hides storage and carries your brand at eye level.

3. Power, lighting and tech

• Power: order it through the organiser by the manual’s deadline. Only 7 of the 26 shell rate cards that listed inclusions in our research on UK shows included a socket, and at three shows a basic package with one socket and spotlights was £349 extra.
• Lighting: LED lights for graphics and walls, or backlit displays if the hall is dim.
• Extension leads and multi-socket adaptors, if the show manual allows them.
• Chargers and cables for every phone, tablet, laptop and card reader.
• Lead capture: badge-scanning app, tablet or paper forms as a backup.
• Wi-Fi plan: a mobile hotspot, since hall Wi-Fi is often slow or charged.

Check your manual’s rules on electrical equipment. HSE’s guidance on portable appliance testing says new equipment should not need a formal test, though a visual check is recommended.

4. Sales and marketing materials

• Brochures, price lists or product sheets (fewer than you think; offer to email instead).
• Business cards for every member of staff.
• Samples to display your products and services, plus spares.
• Promotional items your potential customers will actually keep.
• A show offer or reason to follow up, printed or on screen.
• Order forms and a card reader if you sell on the stand.

5. Stand toolkit

• Gaffer tape, double-sided tape and Velcro dots.
• Cable ties and scissors or a safety knife.
• Allen keys or tools for your display system.
• Lint roller and microfibre cloth for fabric graphics and screens.
• Pens, notepad, stapler and sticky notes.
• Wipes, hand sanitiser and bin bags.
• Basic first aid kit and painkillers.
• Water, snacks and comfortable shoes for the team.

6. Paperwork and admin

• The show manual, stand number and hall plan.
• Order confirmations for space, power, furniture and services.
• Stand staff and vehicle passes, and delivery booking references.
• Public liability insurance certificate and risk assessment, if the manual asks for them.
• Staff rota and briefing sheet.
• Contact numbers for the organiser, contractors and your courier.

What to bring to a trade show booth: shell scheme vs space only

The biggest difference is the structure. On a shell scheme, the organiser’s contractor provides walls and usually a fascia name board and carpet, so you bring graphics and furniture. On space only, you bring or build everything, including the walls, flooring and lighting, and you may need to submit stand plans.

	Shell scheme	Space only
Walls	Provided; you dress them	Bring your own backwall or build
Fascia and stand name	Usually provided	Your own graphics
Carpet	Usually provided	Often not; check the manual
Power and lighting	Varies; often extra	Order through the show
Stand plans and risk assessment	Rarely needed	Often required
Height limit	Set by the shell walls	Set by the organiser

For dressing shell walls, read how to make a shell scheme stand look good. For space only, our exhibition stands include pop-up display, fabric stands and modular systems.

Booth design: choosing materials that last

• Fire rating: show manuals usually include fire-safety rules for stand materials, so check the fire rating before you buy. Our 3m fabric walls, for example, list a DIN 4102 B1 fire rating on the product page. Our research on exhibition stand fire regulations explains what UK venues ask for.
• Reusability: a frame you can reprint and reuse spreads its cost across several shows. See reusable exhibition stands.
• Weight and packing size: if one person has to carry the stand from a car park, choose fabric systems and pull up banners that pack into bags.
• Fabric over rigid print: high-quality fabric graphics fold and travel well, and avoid the glare of some rigid materials, which keeps the brand looking sharp.

Packing and setting up your exhibition booth

1. Test-build the stand a week before and photograph it.
2. Pack against this list and label every case with company name, hall and stand number.
3. Plan transport around build-up; our guide to shipping to a trade show covers couriers and show logistics.
4. On site, build in order: flooring, walls and banners, lighting, counter and furniture, then products and literature.
5. Test every light, screen and demo before the doors open, and hide boxes out of sight.

For the wider plan, from booking to follow-up, see how to prepare for a trade show. FREE UK delivery on orders of £200 or more.

Frequently asked questions

What should I bring to a trade show booth?

Your stand and graphics, a counter, literature, samples, business cards, a lead capture method, chargers and extension leads (if allowed), a toolkit with tape, cable ties and tools, water and snacks, and the paperwork from your show manual. Use the six lists above as your packing list.

What are the parts of a trade show booth?

A typical stand has a backwall, side walls or banners, a fascia or header with your name, flooring, lighting, a counter or demo point, furniture and display fittings such as shelves and literature stands. On a shell scheme the walls, fascia and usually carpet are provided.

What equipment do I need for a 3m × 3m stand?

For space only: a 3m backwall, one or two pull up banners, a counter, lighting, flooring and power ordered from the show. For a shell scheme: graphics for the walls, a counter, one or two pull up banners and lighting if it is not included.

What size trade show stand do I need?

Start from what happens on the stand. One or two staff with a counter and a demo can work on 3m × 3m; meetings or several staff need more. Space-only bookings can have a minimum size, so check before planning a small stand.

Do I need my own power at a trade show?

Usually you order it. Power is ordered through the organiser or the venue’s contractor by a deadline in the manual, and many shell schemes do not include a socket. You cannot simply plug into the hall supply. Our study of exhibitor manual deadlines shows how early power and other stand-service orders can close.