Planning a Trade Show in Orlando
Why Orlando is the Perfect Trade Show Destination
Home to the Orange County Convention Center (OCCC) – one of the largest event facilities in the U.S. – Orlando is a premier destination for trade shows across every industry. With nearby venues like Rosen Shingle Creek, Marriott World Center, and The Gaylord Palms, the city attracts exhibitors from around the world.
Summit Exhibits has 15+ years of experience helping brands create seamless, high-impact trade show experiences in Orlando. Our ISO 14001-certified exhibit system ensures every project is efficient, sustainable, and built for success.
Step 1 – Define Your Goals and Budget
Before booking space or designing your booth, take time to clarify your show objectives:
Are you launching a product, generating leads, or strengthening partnerships?
What does success look like – sales, brand impressions, or new accounts?
Establishing a clear purpose keeps your decisions focused. Then, set a realistic budget that includes booth design, labor, shipping, show services, marketing and general contractor fees (such as material handling and electrical for your trade show booth). Having a full-scope financial plan upfront prevents last-minute surprises.
Step 2 – Select the Right Venue and Booth Size
For most exhibitors, the venue is already determined by the event organizer, but your booth space and floorplan decisions will define your visibility on the show floor.
At major Orlando shows like the IAAPA Expo, IBS / KBIS, and the PGA Show, booth space selection often takes place 10–12 months in advance, sometimes during the current year’s event. Confirming your booth location and understanding the surrounding layout early allows you to plan strategically for traffic flow and sightlines.
Verify your floorplan and booth dimensions as soon as they’re assigned.
Review height restrictions, booth positioning, and orientation for your specific venue — whether that’s the Orange County Convention Center (OCCC), Rosen Shingle Creek, Marriott World Center, or Gaylord Palms.
Maximize exposure by requesting island, corner or peninsula booths when available – they often attract more attendee traffic.
Summit Exhibits’ Orlando-based team supports clients before and after booth selection, ensuring every design aligns with venue regulations, timeline requirements, and general-contractor coordination (Freeman or GES).
Step 3 – Design a Booth That Tells Your Story
Your exhibit should capture attention while reflecting your brand personality. Whether you choose a custom rental exhibit or a modular trade show display, design for engagement:
Use open layouts to invite foot traffic.
Integrate digital displays, lighting, and live demos.
Keep your messaging concise and visual.
Our team provides 3D design renderings so you can preview your booth before it’s built — ensuring your Orlando trade show display stands out for the right reasons.
Step 4 – Plan Logistics and Labor Early
In Orlando, show schedules fill up fast – so early planning is key. Secure your promotional items, define your graphics and use a workback timeline.
Summit Exhibits handles:
Advance warehouse shipping coordination.
On-site installation and dismantle.
Compliance with OCCC rules and exhibitor service deadlines.
Having experienced local teams on the ground ensures a smooth setup and teardown, saving you time and avoiding costly overtime charges.
Step 5 – Execute, Review, and Refine
When the show opens, your job is to focus on your customers – not booth logistics. With Summit Exhibits managing the details, you can engage confidently.
After the event, take time to debrief your team:
Which elements attracted the most attention?
How many qualified leads were generated?
What can be improved for next year?
A short review helps you measure ROI and continuously refine your trade show strategy.
