Tips for setting up and taking down the Worry-Free Trade Show Booth

When you’re working with an R&D company at your next trade show, and each exhibitor must contract with an R&D company, it’s important to have full communication with them so your trade show remains intact. Therefore, it is essential that the trade show exhibitor provides the installer with a detailed, descriptive, written breakdown of all the elements and components of the trade show booth.

This inventory list should not only include the number, size, and dimensions of the trade show display items, but also a description of what these pieces are. In fact, it would be helpful to have a photo of the inside of each box. Providing specific and detailed information on your trade show display can make a big difference in the efficiency and cost of setting up and tearing down your trade show booth.

A detailed inventory list provided by the trade show exhibitor that includes not only the number of boxes and skids, but also a detailed description of what is on each skid in the trade show display helps prevent lost parts. that can come off. Everything must be detailed, including literature, giveaways, monitors, hanging signs, etc. If these trade show display items are included in detail, there is less chance of error. By providing this information to your trade show exhibit installer, they will be able to do their job more efficiently, saving you time and money. Since everyone is in a hurry as the trade show entry date approaches, having a list on hand ahead of time will help ensure a worry-free trade show booth setup on the trade show floor.

According to John Taggart of Coastal International, a Sausalito, California-based company that specializes in setting up and taking down trade show exhibits, the work his employees do depends heavily on the information he gets from the trade show exhibitor.

Here are some of the installation guidelines that Taggart identifies as essential for a worry-free display:

Understand trade show floor facilities. Determine in advance where the electrical installation is located in that installation. Does the electrical distribution come from the floor or the ceiling? If the electricity comes from the ceiling, you’ll need to hide the hanging electrical wires, perhaps inside a tower, and then lay the wires on the floor and cover them with a rug. Knowing the wiring requirements in advance will simplify the lighting and power process for the installer. This applies to all convention sites, whether it’s the McCormick Convention Center in Chicago, the Kaiser Convention Center in Oakland, the Moscone Center in San Francisco, the Santa Clara Convention Center, or the McEnery Convention Center in San Francisco. Joseph.

Coordinate the schedules of all your providers. It is important to know how to correctly control the time of your transport providers, haulage and installers. For example, if you are exhibiting at the Hilton Hotel in Midtown Manhattan, you will need to allow additional time for freight to be delivered. This is due to limited access to the hotel’s elevators and the fact that the hotel has only two dock spaces. There is also a lot of traffic downtown which can cause delays. Advise your carrier to sign up for unloading as soon as possible. They can avoid long lines by arriving at the exhibit dock well in advance of the scheduled move-in time.

Provide a full-scale layout of the specific exhibit that includes a description of where each panel goes. It is best to provide this design 5-7 business days prior to the show. Why? Exhibitors may be traveling on planes and your R&D managers may not be able to reach the exhibitor’s representative by cell phone. If your installer has to make a decision and it is not correct, you will have to remove the electrical parts, carpet and other parts and start over. By knowing where each exhibit component is placed, they will be able to accurately assemble the trade show booth without guesswork and therefore avoid costly rebuilds and downtime.

Please provide details about your trade show outbound shipment. When it’s time to take down the exhibit,
make sure your R&D company has information on the correct outgoing shipping address, repacking instructions
and proper bills of lading.

Remember that a descriptive and detailed inventory list can save you time and money and ensure your trade show booth remains intact. The more information your R&D controller has, the faster he can get his job done. If you take the mystery out of your trade show exhibit setup, you win the day.