KDE Promo
Organizing a Conference Booth

Preparing for a booth (as done for Northeast LinuxFest and Usenix LISA - LinuxCon Boston where I was a participant)

Contact KDEev to volunteer to be the booth organizer or a member of the team. (via the KDE promo mailing list kde-promo@kde.org)
Contact the show's organizer if it is local (contact for larger shows may have been instigated by KDEev)
[[materials requests done with more than a month's lead time]]
Request materials from KDEev (buttons, Join the Game brochures, t-shirts, etc.)
Request CDs/DVDs from distributions (Was able to get them from Kubuntu, Fedora and SUSE for the most recent Northeast LinuxFest)
Print a booth sign (I made a design and had it printed at my local Staples copy center on vinyl 2ftx3ft - multiple use: Northeast LinuxFest, LISA...) carried rolled in tube.
Print (B&W) copies of the KDE booklet (again done at Staples copy center - done last year, and still had a few for this year's LinuxFest)
Print and prepare ahead appropriate "...and KDE is My Community" and "Powered by KDE" stickers (full sheet label paper)
Booth Supplies:

Plastic Case to hold/carry supplies.

Booth Kit

Bungee strap(s) to keep control of things on the two-wheel cart.
Alternate case with its own wheels and handle, designed to carry tools, etc. Purchased at Home Depot.
More sturdy, and less expensive than a similar tech case or a standard suitcase

(smaller than plastic bin) (used for a different organization) (laptop and banner tube on top):

Extension cord and power strip
Booth Sign mounting options (zip ties, large and medium clips, adhesive removable hooks (3-M Command)
Join the Game QRCode (printed on standard paper and displayed in clear acrylic stands
Table sheet (may be supplied at a large show like LISA)
Table front sign (Paper version of larger booth sign)
Laptop(s) (At LinuxCon one of the booth organizers brought a larger monitor for easier demo viewing) (would be nice to have tablet for Plasma Active [grin] )
Pad of writing paper for people to leave notes or for them to take notes away.
Pen/pencil, elastics to organize stickers, magic marker (Sharpie)
Small "Tupperware" containers to organize buttons, small stickers, etc.

Photos and more (SVG sources) from Usenix LISA booth: http://runeman.org/kde/lisa11/index.html
Photo of LinuxFest: this year http://farm7.staticflickr.com/6039/6996613957_769cd7c137_b.jpg
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(In my case, the costs of the loca printing were absorbed as a "donation" to KDE. I also own the cases described which are used for other presentation situations.)