How Far Ahead to Order Trade Show Displays

The date that matters is the day you need your displays in hand, not just the day the show opens. You need time to receive the boxes, check your graphics and practice the setup before you leave. Start there and work backward through shipping, production and proof approval.

Your display order and your hat order may need different schedules. Use the published window for each product, then leave room before that window to prepare your artwork and review the proof. Placing an order is not the same as approving it for production.

Choose your arrival target first

Write down when you need the gear at the delivery address. If you will travel with it, use a date before you leave. If you plan to send it elsewhere, confirm who will receive it and what delivery arrangements apply before ordering.

The trade show deadlines guide targets arrival three business days before the first show day. You can use that as a starting point, then allow more room if your travel or setup plans need it. Check your exhibitor kit for freight and advance warehouse deadlines separately.

Choose your products before you calculate the dates. A table cover, a backdrop and staff hats do not all have the same window. Make a short list of each piece, the quantity and the day you need it ready to pack.

Leave time for the proof before production

Every order includes a free digital proof. Proof approval is required before production begins, and nothing prints until you confirm. Your delivery window starts after proof approval, so leave space on your calendar to send artwork, review the layout and request any changes.

Prepare your logo, colors, wording and the product sizes before you order. The accepted artwork formats are AI, EPS, PDF, SVG and high resolution PNG at 300 DPI or higher. If a low resolution file is all you have, send it for review rather than assuming it is ready to print.

Free basic design assistance is included on every order. Send your logo, colors and a rough idea if you need help getting started. The proof still needs your approval before printing, so set aside time to check it instead of treating design help as a reason to wait.

Read every name and web address on the proof. Check which face carries the graphic, whether the selected size is right and whether your key text sits where you want it. If someone else must approve the artwork, arrange that review before your intended approval date.

Displays: the published production and shipping window

For display products, PromoMogul publishes: Ships within 2 business days after you approve your proof. Most orders arrive within 10 business days (US lower 48).

The printing and handling window is 1 to 2 business days after proof approval. FedEx Ground transit is 5 to 7 business days. Those ranges add up to 6 to 9 business days, while the published customer arrival window is within 10 business days. Plan around that published window rather than the shortest end of the range.

This display window applies to tents, flags, backdrops, banner stands, table covers, trade show displays and packages. It includes pieces such as fitted table covers and roll up banner stands. Shipping is included to the US lower 48.

Count backward 10 business days from your chosen arrival target to find your display proof approval target. Then allow time before that to place the order and review artwork. Do not use the proof approval target as the day to start gathering your logo files.

Hats: allow the window for your style

For most hats, the published promise is: Most hat orders arrive within 15 business days of proof approval (US lower 48). Embroidery and print handling takes 5 to 8 business days, and shipping takes 2 to 5 business days. The published shipping line is: Ships within 8 business days after you approve your proof.

The Custom 5-Panel Camper Hats, Custom 6-Panel Baseball Hats and Custom Printed Visor Hats use the longer window: Most orders arrive within 20 business days of proof approval (US lower 48). Handling takes 10 to 13 business days, and shipping takes 2 to 5 business days. Their shipping line is: Ships within 13 business days after you approve your proof.

Keep the hat style on your planning list so you use the right window. If you want every item ready together, work from the slower piece first. The show deadline pages use 20 business days for all hats as their planning window, covering the longer styles.

Use the existing show deadline pages

The guide has pages for the following shows. Each page gives you the show's published details and calculated proof approval dates for displays and hats:

• World of Concrete 2027
• Las Vegas Market, Winter 2027
• Surf Expo, January 2027
• NAB Show 2027
• ISC West 2027
• MAGIC Las Vegas, February 2027

The site's date calculations skip weekends and observed US federal holidays. They count back from the target arrival day, then subtract 10 business days for displays or 20 for hats. These are proof approval planning dates, so leave your artwork review time before them.

Use your exhibitor instructions for event freight arrangements. The PromoMogul pages help you plan the product timeline; confirm the receiving address and any earlier delivery cutoff for your own setup.

If your date is close, ask before ordering

Faster shipping is available for an extra charge. Tell us your event date and we will quote it. Do not assume faster shipping removes the time needed to prepare artwork, approve the proof or make the product.

If you are tight on time, send the date before you order so we can confirm it works. Anchorage, Hawaii and Puerto Rico are available with extended freight, and exact transit is confirmed on your quote. Use that confirmed transit when planning those deliveries.

You get a tracking number as soon as your order ships. Keep it with your event checklist and arrange to receive the order at the address you confirmed. When it arrives, check the pieces and practice assembling the display while you still have time before leaving.