Lighting requirements depend on the event, installation and applicable safety rules. Use this guide to prepare specific questions, then follow the current exhibitor manual, venue instructions and required approvals. A venue name alone is not permission to use a particular light.
1. Find the current documents and responsible contacts
Save the manual, service kit, official bulletins and revision dates for your event. Identify the organizer, venue, electrical contractor, rigging provider and fire-safety authority responsible for your setup. If documents conflict, request clarification from the responsible parties; do not choose the least restrictive wording. An email from a supplier does not override applicable safety rules.
2. Describe the complete installation
Distinguish a plug-in arm light from a battery light, a hardwired fixture, lighting attached to the booth structure and overhead rigging. Show the mounting location, height, fixture-and-arm weight, attachment method and any retention parts. Confirm structural suitability and who is permitted to install or adjust it. Permission for a tabletop light does not establish permission for a suspended arrangement.
3. Match safety evidence to the exact equipment
Keep readable model-label photographs, the instructions and details of any external power supply. Where an NRTL certification is required, match the product marking and directory record to the exact model, configuration and relevant certification scope. A brand logo, CE marking or a certified power supply alone does not establish certification of the whole lighting assembly. Product certification and approval of your event installation are separate checks; a compatible input voltage proves neither.
4. Plan power, cables and labour
Submit outlet locations, input ratings, quantities and all other planned loads on a floor plan. Confirm power-order deadlines, charges, connection responsibility, extension-cord and power-strip rules, cable protection and operation outside show hours. Do not use a nearby building outlet without authorization or assume bringing your own lights makes electrical service free. Check stand boundaries, aisle and exit access, and restrictions on light directed beyond the booth.
5. Check batteries, charging and inverters separately
Record battery chemistry, capacity and the intended charging and spare-battery storage arrangements. Check the event's fire-safety requirements and the carrier's current transport rules for that exact battery and journey. Battery operation is not an automatic exemption. For example, OCCC's published Electrical Conditions, revision January 2025, prohibit devices that convert battery power to 120 V. Verify the latest applicable conditions for your event before relying on any battery, inverter or portable-power arrangement.
6. Submit a useful request before shipping
Include the event name and dates, booth number, exact fixture and supply labels, mounting sketch, load list, cable route and battery plan if relevant. Ask which documents or approvals are needed, who must perform the work and by when services must be ordered. Save the written answer with the current documents and pass it to the installation team. Reconfirm any changed equipment or arrangement with the responsible party when required, and allow time for on-site checks. An example from a previous event or a general product certificate does not replace the required review.
How to verify UL/ETL requirements — Trade Show Booth Lights — Contact BOOTH LIGHTS. OSHA NRTL program; McCormick Place exhibitor resources; LVCC official facility resources.