A Complete Checklist for Buyers Attending Exhibitions in China

Buyers don’t fail because exhibitions lack opportunity.
They fail because of logistical blind spots.

Common issues include:

• Incomplete documents

• Payment confusion

• App access problems

• Poor on-ground planning

• Lost follow-ups

The goal of this checklist is simple: remove friction so you can focus on sourcing decisions.

Section 1: Essential Documents Checklist (Do Not Skip This)

China is document-driven. Missing one item can slow everything.

Core Travel & Business Documents

• ☐ Passport (valid at least 6 months)

• ☐ China visa (correct category)

• ☐ Invitation letter (if required)

• ☐ Hotel confirmation

• ☐ Return flight details

• ☐ Travel insurance

• ☐ Business cards (yes, still relevant)

  
  

Exhibition-Specific Documents

• ☐ Online exhibitor registration confirmation

• ☐ Buyer badge approval / QR code

• ☐ Hall and phase details

• ☐ Personal buyer ID (if issued)

  
  

Insider Tip:
Carry digital + printed copies. Phone batteries die. Paper doesn’t.

Section 2: Must-Have Apps Before Landing in China

Without the right apps, even basic tasks become difficult.

Non-Negotiable Apps

Practical Setup Checklist

• ☐ Messaging app verified and working

• ☐ Payment apps linked before arrival

• ☐ Offline maps downloaded

• ☐ VPN tested (if needed)

• ☐ Contacts backed up

  
  

Insider Insight:
Set everything up before entering China verification is harder afterward.

Section 3: Payments in China – What Actually Works on the Ground

China is no longer cash-friendly for visitors but it’s also not credit-card friendly everywhere.

Payment Method Comparison

Buyer Payment Checklist

• ☐ Mobile payment app activated

• ☐ International card linked

• ☐ Small cash reserve

• ☐ Bank details ready for suppliers

• ☐ Currency exchange completed early

  
  

Reality Check:
If you can’t pay easily, you’ll lose time and credibility.

Section 4: Logistics Planning (Before, During, After the Exhibition)

Exhibitions are physically demanding. Logistics matter more than you think.

Before You Go

• ☐ Hotel near exhibition venue

• ☐ Daily commute time mapped

• ☐ Exhibition phases confirmed

• ☐ Factory visit windows identified

  
  

During the Exhibition

• ☐ Comfortable footwear (non-negotiable)

• ☐ Lightweight backpack

• ☐ Power bank

• ☐ Notebook or digital note system

• ☐ Daily review routine

  
  

After the Exhibition

• ☐ Sample consolidation plan

• ☐ Courier contacts ready

• ☐ Export documentation clarified

• ☐ Inspection timeline considered

  
  

Section 5: What to Carry Into the Exhibition Halls

Buyers often carry the wrong things and forget the right ones.

Hall-Ready Checklist

• ☐ Business cards

• ☐ Product spec notes

• ☐ Target MOQ & price range

• ☐ Supplier evaluation sheet

• ☐ Phone with storage space

• ☐ Comfortable clothing

  
  

Pro Tip:
Carry less, not more. Catalog overload reduces clarity.

Section 6: Supplier Evaluation Essentials (On the Floor)

Without structure, everything starts to look “good.”

Fast Supplier Evaluation Checklist

• ☐ Export markets served

• ☐ MOQ clarity (initial vs repeat)

• ☐ Production ownership

• ☐ Quality control explanation

• ☐ Compliance familiarity

• ☐ Communication clarity

  
  

Red Flag Table

Section 7: Samples, Shipping & Expectations

Samples from exhibitions are presentation samples, not guarantees.

Sample Reality Comparison

Buyer Rule

Never place bulk orders without:

• ☐ Confirmed specifications

• ☐ Sample approval

• ☐ Agreed QC terms

• ☐ Delivery timeline clarity

  
  

Section 8: Connectivity, Health & On-Ground Survival

These aren’t “extras” they’re essentials.

Connectivity & Health Checklist

• ☐ Local SIM or eSIm/roaming activated

• ☐ Emergency contacts saved

• ☐ Hotel address saved in Chinese

• ☐ Basic medication

• ☐ Hydration plan

  
  

Insider Insight:
Fatigue leads to bad decisions. Plan recovery time.

Section 9: Post-Exhibition Follow-Up Checklist (Where ROI Is Made)

Most buyers fail after the exhibition.

Post-Event Action Plan

Pro Insight:
Suppliers prioritise buyers who follow up clearly and quickly.

Common Buyer Mistakes at China Exhibitions

The Ultimate Buyer Checklist (Save This)

• ☐ Documents ready (digital + physical)

• ☐ Apps installed and tested

• ☐ Payments activated

• ☐ Logistics mapped

• ☐ Supplier evaluation framework ready

• ☐ Sample and shipping plan clear

• ☐ Post-exhibition follow-up system prepared

If you tick most of these, you’re already ahead of 70–80% of visitors.

Final Takeaway: Preparation Is the Real Competitive Advantage

China exhibitions don’t reward the busiest buyers.
They reward the best-prepared ones.

When documents are ready, apps work, payments are smooth, and logistics are planned, your mind is free to do what matters most:

• Evaluate suppliers

• Ask better questions

• Make smarter decisions

Use this checklist once—and every exhibition after that becomes easier, faster, and far more profitable.