Promotional Display Checklist
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About this promotional display checklist
This promotional display checklist gives operations teams a clear, repeatable way to set up, maintain, and close out promotional displays — without relying on memory or manager relay. Use it to confirm the brief, build to standard, keep pricing accurate, and escalate issues early so the promotion performs as planned.
What this promotional display checklist covers
Promotions fail in predictable ways: the wrong stock turns up, pricing does not match the till, POS goes missing, or the display looks great at 9am and empty by lunchtime. This checklist keeps the basics tight by guiding you through:
- Preparation checks (brief, dates, location, stock, POS, tools, safety)
- Build and merchandising checks (planogram, rotation, presentation, accessibility)
- In-process checks (replenishment cadence, gap checks, sell-out risk)
- Escalation criteria (what to raise, who owns it, and what to record)
- Close-out actions (tidy, handover, sign-off)
When to use it
Run the checklist whenever you change a promotional display, including new launches, seasonal events, supplier-funded promos, and weekly changeovers. It also works as a quick standards check during peak trading, when displays are most likely to drift.
How to use it on shift
- Start with the brief: confirm dates, location, and mandatory elements before you touch stock.
- Build once, build right: follow the visual guide, then check pricing and offer mechanics as a customer would see them.
- Plan replenishment: assign an owner and a realistic check frequency based on footfall.
- Escalate early: missing stock, pricing mismatches, safety risks, or location conflicts should never be “left for later”.
- Close out properly: tidy the area, capture evidence, and hand over what the next shift needs to know.
Common issues this checklist prevents
- Displays built with the wrong variants or incomplete ranges
- Promo tickets that do not match the product or the till price
- Missing POS, unreadable terms, or inconsistent messaging
- Unsafe stacking, blocked walkways, or unstable fixtures
- Strong early execution followed by poor replenishment and empty space
Stop guessing. Start knowing.
Promotional displays are only “set and forget” if you are happy to guess. This checklist turns each display change into a clear standard, with evidence and escalation built in — so teams know what good looks like in every moment.
Disclaimer: This checklist is for general guidance only and does not constitute legal, regulatory, health and safety, or professional advice. You are responsible for ensuring compliance with applicable laws, standards, and internal policies.
Included questions
Here's what's included in this promotional display checklist:
Preparation and plan (8)
Confirm you have the right brief, stock, space, and tools before you start. This removes guesswork and prevents rework.
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Yes/No
Is the promotional display brief available and understood?
Check the promo name, dates, location, planogram or visual, and any mandatory elements.
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Yes/No
Are the start and end dates confirmed (including time of changeover if needed)?
If there is a set time (e.g. before store opens), note it in your shift plan.
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Yes/No
Is the display location confirmed and available?
Check the agreed bay, endcap, gondola, entrance, or till-point space is clear and not double-booked.
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Yes/No
Is the required stock on site and in good condition?
Include core lines, promo lines, and any backup stock for replenishment.
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Number
How many units are available for the display right now?
Enter the quantity you can physically build with today (not what the system says).
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Yes/No
Are POS materials available and correct?
Price tickets, headers, wobblers, shelf strips, QR codes, and any legal text. Replace damaged items.
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Yes/No
Do you have the tools and fixtures needed to build safely?
For example: step stool, cutters, tape, cable ties, ticketing kit, cleaning kit, and approved fixtures.
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Yes/No
Have you checked the area for safety risks before starting?
Keep walkways clear, check trip hazards, and follow working-at-height rules for your site.
Build and merchandising checks (9)
Build the display to standard, with the right products, pricing, and presentation.
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Yes/No
Is the display built to the planogram or visual guide?
If you had to deviate, record what changed and why in the notes.
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Yes/No
Are the correct products and variants on the display?
Check size, flavour, colour, pack type, and any ‘must-stock’ lines.
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Yes/No
Is stock rotation completed (FIFO) and are date codes acceptable?
Remove short-dated or damaged items based on your site rules and the promo duration.
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Yes/No
Is promotional pricing correct and clearly visible?
Check the ticket matches the product, the offer mechanics, and the date range.
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Yes/No
Are the offer mechanics clear to a customer in five seconds?
For example: ‘2 for £5’, ‘Save 20%’, ‘Meal deal’, or ‘Buy one get one half price’.
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Yes/No
Is POS placed correctly and securely?
No missing parts, no blocked product, and no loose items that could fall or cause litter.
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Yes/No
Is the display clean, faced up, and free from packaging waste?
Wipe surfaces, remove empty cartons, and ensure neat edges and alignment.
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Yes/No
Is the display accessible and safe for customers and colleagues?
No blocked aisles, no sharp edges, and no unstable stacking.
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Vibe
How does the display look right now?
Use your best judgement: would you be happy seeing this in a flagship site?
Compliance and evidence (4)
Make sure the display is compliant, traceable, and easy to validate later.
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Yes/No
Is any required legal or regulatory text present and readable?
For example: age restriction messaging, price per unit, or offer terms.
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Yes/No
Does the shelf edge or display ticket match the till price (spot check)?
If you can’t verify, escalate to the right owner before the promo goes live.
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Yes/No
Have you captured evidence photos of the finished display?
Take one wide shot (context) and one close-up (pricing and POS).
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Text
Notes or deviations to record
What changed versus the brief, what you couldn’t complete, and what support is needed.
In-process replenishment and performance checks (5)
Keep the display working throughout the day — not just at build time.
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Yes/No
Is there a clear replenishment plan and owner?
Who tops up, how often, and where the backstock is kept.
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Yes/No
Is the backstock location known and accessible?
Avoid ‘hidden’ stock that only one person can find.
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Dropdown
How often will the display be checked and replenished?
Pick the cadence that matches footfall and sell-through risk.
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Yes/No
Are there any gaps, empty spaces, or poor facing right now?
If yes, replenish immediately or escalate if stock is unavailable.
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Vibe
What is the risk of the display selling out before the next check?
Use this to trigger replenishment or a stock request early.
Escalation criteria (6)
Know when to stop guessing and escalate so the promo stays compliant and effective.
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Yes/No
Escalation needed: key promo stock is missing or insufficient
Escalate if you cannot build to the minimum standard or keep it replenished.
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Yes/No
Escalation needed: pricing or offer mechanics do not match the brief or till
Do not leave conflicting prices live. Escalate to the duty manager or pricing owner.
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Yes/No
Escalation needed: the agreed location is blocked or has a conflicting display
Escalate if moving the display would reduce visibility or break the brief.
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Yes/No
Escalation needed: there is a safety risk you cannot remove immediately
For example: unstable fixtures, blocked fire routes, or unsafe working-at-height access.
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Person
Who did you escalate to?
Select the person responsible for resolving the issue.
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Text
What did you escalate and what response did you get?
Keep it factual: issue, time, action agreed, and next step.
Close-out and handover (3)
Lock in the standard and make the next shift successful.
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Yes/No
Is the area left tidy and safe (waste removed, tools stored)?
No cardboard, no loose ticketing, and no hazards left behind.
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Yes/No
Has the next shift been briefed on replenishment and checks?
Share what to watch for: fast movers, gaps, and any known issues.
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Signature
Manager sign-off
Confirms the display meets the required standard or that exceptions are recorded and owned.