Trade show booth video: a setup checklist

November 10, 2026 · Trystero Montevideo · 10base-t interactive

A looping video draws people into a trade show booth from across the aisle, and it keeps working while you're busy talking to someone else. It's also the part of a booth most likely to go wrong at the worst moment: a screen that went to sleep, a notification over your demo, a video that stopped after one play, or a visitor who wandered into the settings. This checklist covers what to do before you pack, during setup and while the show runs.

How should you prepare the videos?

• Short clips. People walking past give a screen a few seconds. We recommend clips of 30 seconds or less, with the key message in the first five.
• Your name and website on screen, in every clip or as a logo overlay, so someone who catches a single frame still knows who you are.
• Captions, not sound. Exhibition halls are loud, and audio from neighboring booths competes with yours. Burn captions into the video, and treat sound as optional.
• The right format. MP4 or MOV at 1080p plays on almost any iPad, iPhone or Mac. Larger files only use more storage.
• A title card between clips, with your logo, booth number or a QR code to your site, so the loop has a natural pause.
• Copies on the device, and a backup. Load everything onto the device that will play it, and keep a second copy on another device or a USB drive.

What hardware should you bring?

• The display device, charged, with its charger and a long cable. A loop that runs all day needs constant power.
• Video adapters for the TV or monitor you'll use (USB-C or Lightning to HDMI), plus a spare HDMI cable. Venue screens often come with whatever cable they found.
• A stand or mount, ideally one that locks, and a security cable if the device is on a table.
• A power strip. Booth power outlets are usually few and in the wrong place.

Which device settings matter?

1. Auto-Lock to Never, in Settings, Display & Brightness, so the screen doesn't sleep.
2. Brightness up, and Auto-Brightness off; halls are bright and the lighting changes during the day.
3. Do Not Disturb on, so messages and banners don't appear over your video.
4. Automatic updates off for the show days, so the device doesn't restart overnight.
5. Lock it to the playback app. On an iPad or iPhone, turn on Guided Access in Settings, Accessibility, set a passcode, then triple-click the top or side button inside your app. Leaving the app then needs the passcode. Apple's Guided Access guide covers every option.
6. Lock the app too, if it has a password or kiosk mode, so playlists can't be edited.

At setup: the screen

• Check the edges. Many TVs crop the edges of the picture (overscan), cutting off logos and captions. Use the TV's picture size setting, or an app with overscan controls, until the whole frame shows.
• Watch one full loop, from the first clip back to the first clip, to catch a clip that won't play or a playlist that stops at the end.
• Look at it from the aisle, at the distance visitors will see it, and adjust the angle for glare from overhead lights.

During the show

• Check the screen every few hours, and after every break.
• Keep the device on power, and away from the hot back of a TV.
• If someone needs to change the playlist, end Guided Access with the passcode, make the change, and start it again.
• At the end of each day, check the device is charging and the video will start again in the morning.

Frequently asked questions