Trade show week has a way of turning small assumptions into big problems.
A screen that looked perfect in rehearsal suddenly goes black. Audio buzz appears out of nowhere. Content isn’t sized correctly. The venue power isn’t what the order form promised. A “quick swap” becomes a 45-minute scramble.
The good news: most show-site AV issues are preventable. Not with fancier gear—but with a repeatable, boring, disciplined process that catches risk before attendees ever step onto the floor.
Below is a practical checklist you can use to reduce show-site surprises and protect the experience you’re trying to deliver.
Why show-site AV fails (and why it’s rarely the hardware)
When exhibitors say “the tech failed,” what they usually mean is:
- A dependency was missed (power, internet, rigging, labor call times)
- A signal chain wasn’t validated end-to-end
- Content wasn’t tested on the actual display system
- Ownership wasn’t clear (who changes content? who troubleshoots? who talks to the venue?)
- There was no redundancy plan for the likely failure points
In other words: the system wasn’t operationalized.
This checklist is designed to operationalize it.
The Show-Site Reliability Checklist
1) Lock the power plan before anything boots
Power is the root of most show-floor chaos, especially when multiple vendors are involved.
Before you plug in a single device:
- Confirm what’s being delivered (voltage/amps, location, and timing)
- Confirm what’s included vs. what’s extra (drops, distribution, labor)
- Label power runs so your team knows what’s feeding what
If your booth includes LED, media servers, or multiple displays, you want zero ambiguity about power.
Pro tip: assume the venue is busy and the floor is loud. Labeling and photos save time when you’re troubleshooting under pressure.
2) Validate the signal chain end-to-end
A common failure pattern is testing “pieces” of the system and assuming the whole chain will behave once assembled.
Instead, validate the entire path:
- Source → processor/media server → distribution → display endpoint(s)
- Confirm every adapter/converter is correct and actually stable
- Identify the single most fragile link (often it’s a last-minute dongle)
If you’re running multiple screens or unusual aspect ratios, verify the final mapping early.
3) Stage spares and fail-safes where your crew can reach them
Show floors are not friendly environments for “we’ll run to the shop.”
Stage the most common failure items inside the booth footprint or immediately behind it:
- Cables (HDMI/SDI/ethernet/power), adapters, converters
- Backup source device
- Backup distribution path (when possible)
- Basic tools (tape, fasteners, labels)
The goal isn’t to be dramatic. It’s to shorten recovery time when something inevitably gets bumped, pinched, or unplugged.
4) Test content on the actual display system (not on a laptop)
A laptop preview is not reality, especially with LED.
Before doors open:
- Verify the content renders correctly on the actual resolution/aspect ratio
- Confirm safe zones for text and key visuals
- Check brightness/contrast under show lighting
- Confirm motion playback doesn’t stutter and loops cleanly
If the booth includes multiple content moments, validate your “most important 10 seconds”. It is the piece that communicates your message fastest.
5) Define roles and escalation paths (in writing)
A surprising amount of show-floor downtime happens because people hesitate.
Make ownership explicit:
- Who is allowed to change content?
- Who troubleshoots the display chain?
- Who handles audio?
- Who communicates with the venue or show contractor?
- What’s the escalation path if the first person doesn’t resolve it?
Even a simple “if X happens, call Y” card in a shared Slack channel prevents confusion.
6) Run a “doors-open rehearsal” (5 minutes, no excuses)
Right before doors open, run a short rehearsal that simulates reality:
- All screens on and playing
- All audio set to show volume
- Interactives triggered end-to-end
- Quick reset procedure confirmed
It’s not glamorous, but it catches issues that only appear when everything is live at the same time.
A simple rule: design for recovery, not perfection
Trade shows are chaotic environments: power changes, cables get stepped on, content gets updated at the last minute, and something always shifts.
A reliable booth plan assumes:
- Something will go wrong
- You will need to recover quickly
- You should know exactly how recovery happens
That’s what this checklist gives you: fewer surprises and faster fixes.
Want the full checklist?
If you want a printable version your PM, exhibit house, and AV partner can all use, we can share a complete show-site preflight checklist and talk through the risk areas specific to your booth and venue.
FAQ
What should be tested the day before a trade show?
Test the full system end-to-end in the booth environment, not in pieces. That includes power delivery, the complete signal chain (source → processor/media server → distribution → display), audio at show volume, and every interactive trigger. Then run a short “doors-open rehearsal” with all systems live at once to catch conflicts that only appear under real load.
How do I prevent LED wall issues at a trade show?
Preventing LED issues is mostly about prep and content readiness. Confirm the wall’s exact pixel resolution and mapping early, build content to that spec (not just “1080p”), and test playback on the actual wall. Also validate brightness/contrast under venue lighting and avoid last-minute adapter/converter changes that introduce instability.
What AV spares should we bring to a booth?
Bring the items that fail most often and the items that are hardest to source on-site: power and signal cables (in the exact lengths you need), backup adapters/converters, spare data lines, a backup playback device (or redundant output path), and basic tools (tape, labels, fasteners). The goal is not “more stuff,” but faster recovery when something gets bumped, pinched, or unplugged.
Who is responsible for power and internet in an exhibit hall?
Typically, electrical and internet are ordered through the venue’s approved providers or show contractors, not your AV vendor—though your AV partner should advise on requirements and review your order. Responsibility is often split across exhibitor, venue/provider, and your technical team, which is why it’s critical to confirm what’s being delivered (voltage/amps, drops, location, timing) and who to contact on-site if it’s wrong.
How early should we rehearse booth tech before doors open?
Plan for two rehearsals: a full systems test as soon as the booth is installed and powered, and a short “doors-open rehearsal” right before attendees arrive. That final 5-minute run—screens, audio, interactivity, and reset procedures—catches the last-minute issues that can derail peak traffic periods.
What’s the most common cause of show-floor AV downtime?
Not hardware failure—misalignment between dependencies and ownership. The most common issues come from power assumptions, unvalidated signal chains, untested content on the real display system, and unclear roles (who changes content, who troubleshoots, who talks to the venue). Clear escalation paths and a staged spare kit reduce downtime dramatically.
Do we need a media server for a trade show booth?
Not always. A media server (or robust playback workflow) becomes important when you have multiple screens, unusual aspect ratios, timed “moments,” interactive triggers, or a need for rapid, reliable content switching. For simple, single-screen loops, a simpler player may be fine, provided it’s tested and stable.
How can we reduce last-minute AV changes during show week?
Lock specs early and communicate them to every stakeholder: display resolution/aspect ratio, content formats, power requirements, and who has authority to approve changes. Use a single source of truth for files and naming conventions, and schedule a hard cutoff for “new content” so your team can validate playback before doors open.
What should a PM include in a booth tech run-of-show?
Include who owns each system (video, audio, interactive), when each element powers on, what content plays and when, the reset procedure, escalation contacts, and where spares are staged. The PM-friendly version is a one-page “if X happens, do Y” map plus a checklist for pre-open validation.
What’s the best way to coordinate between the exhibit house, AV team, and venue?
Set one lead for each party and align on three things early: dependencies (power, rigging, internet), timelines (labor calls, install windows, rehearsals), and responsibility (who provides what, who troubleshoots what). A short pre-show technical alignment call and a shared day-by-day schedule prevents handoff confusion onsite.