Handling the Logistics of Trade Shows
The trick to effectively coordinating trade show freight services and logistics to transport your trade show booth display for on-time delivery to a show venue is meticulous planning and coordination. Larger companies that exhibit frequently often use transport companies that specialize in trade show shipping to handle the logistical details.
Once an exhibit arrives at a venue’s loading dock, contracted logistics experts may be used to ensure that crates are delivered to the booth area and supervise exhibit assembly, dismantling, and return shipping.
For smaller companies, however, this might not be a luxury they can afford. In this case, an employee is often tasked with handling trade show logistics. Options for getting your display to the show include transporting it yourself or contracting with a freight carrier to ship your exhibit crates from your storage location to the venue.
If you decide to hire a shipping company, choose one that specializes in tradeshow logistics so they will fully understand the requirements of transporting exhibit components. Ask the shipping company representative how long the company has been in business, check references, and request a price quote for the shipping in advance.
Before making a decision on a shipping company, check with the trade show’s management to see if there is a freight company that serves as the official carrier for the event. Often, these companies might offer perks such as special benefits, extra exhibit moving services, and discounted prices.
Drayage
Once you’ve submitted your exhibitor registration for a show, the event sponsor will provide you with an exhibitor’s kit that will include all the information you need regarding show participation. This kit will include exhibit moving and shipping instructions, a list of providers of trade show freight services, and forms required by the show’s drayage contractor.
This contractor is responsible for:
- Instructing shipping company drivers when to get in line at a designated dock to unload exhibit crates.
- Moving your exhibit crates to your booth location in the exhibit hall.
- Removing your crates and boxes once you’ve assembled your display and returning them to you at the end of the show.
- Directing shipping company drivers to specific loading dock lines when exhibit crates are ready to be picked up.
- Loading your crates and boxes on the truck for delivery.
Once the show is over, you must complete a “bill-of-lading” and submit it to the event’s drayage contractor, which is what activates the process by which your crates are returned to your booth so you can pack up your booth display and prepare it for shipping.
When your booth is dismantled and packed, the drayage contractor will take your crates to the loading dock and alert your driver that your exhibit is ready for pick-up. Proper labeling of boxes and crates is essential to ensuring that your shipment will get to its proper destination. If items are not labeled properly and inadvertently get left behind, they will be shipped to the event contractor’s warehouse for storage until the exhibitor makes arrangements to have it returned.
Should You Rent Your Next Trade Show Exhibit?
You need a new exhibit for an upcoming trade show. Should you buy or rent your trade show exhibit? Well, if you have a limited budget, unusual needs for one show, want to test a concept, or have a scheduling conflict, renting can be a perfect solution. Here are a few examples of when you should consider renting your exhibit.
One-time event: One of the best reasons to rent a trade show exhibit is because you have an event with unusual needs that will not reoccur in the near future. Perhaps you have an unusual size booth space, a unique audience, or a special corporate occasion.
Concept test: You have a new idea for a trade show exhibit but you are not sure it will be the breakthrough concept that you need. Before you buy an exhibit, why not rent it and get feedback from attendees and other exhibitors? It is a great risk management strategy.
Special promotion or new product introduction: You are planning a special promotion or a new product introduction that will not be repeated. You are planning a larger exhibit than normal and your existing booth just won’t work.
Schedule conflicts: If your company participates in a lot of trade shows, you can run into conflicts with overlapping show schedules. This is a perfect time to consider renting a trade show booth.
Need to update your exhibit but only have a limited budget: You can update and/or supplement your existing exhibit with rental exhibit components. It will cost far less than a new booth or even most remodeling efforts.
Rental Booths can have a custom look!
When you rent your exhibit, a custom look can still be incorporated. Components can be selected to meet your needs and graphics designed to convey your brand identity and core message.
Save more by renting a modular exhibit
You can rent a modular exhibit and, if properly designed, further reduce your trade show operating costs. Modular exhibits are often lighter and easier to set up resulting in reduced freight, drayage, and labor costs.
How should you decide whether to rent or buy?
If you are in a situation where renting an exhibit might make sense, consider three factors: financial benefits of renting vs. buying, logistic needs, and marketing results. You may find that renting is the perfect solution for your company. Let’s talk.
How to Choose the Right Trade Show
Some trade shows are great investments and deliver lots of high-quality leads; others are just a waste of your marketing budget. 
The trick is to find the productive shows without making a lot of mistakes.
I always start by defining my marketing goals and target customer. This immediately points me in the right direction. Armed with that information, I put together a list of all the shows that reach my target customers and then evaluate them.
What kind of show should you attend? Often it is a mix of consumer shows, industry shows, buyers’ expositions and educational conferences. Each kind of show has its place.
Then look at these key factors to decide which trade show is best suited for your business:
1. Does the show help you meet your marketing goals?
If you are interested in a regional market or are new to trade shows, consider participating in a smaller, local trade show. If your goal is to acquire the largest number of qualified leads, to support a major new product launch, and/or to significantly build awareness, participate in the major industry tradeshows that capture the largest number of target customers. If your objective is to build your network and to position your company as a thought leader, then investigate shows where your company can be a show’s sponsor and a company representative can be a featured speaker.
2. Is it the right market space?
A show that matches your exact market space is often the best show to attend. You can learn a lot by looking at who exhibits at a show you are considering. A list of past exhibitors is usually available from the trade show management or on their website. Call a few of the past exhibitors and ask about the quality and number of attendees at previous years’ shows. Identify the shows that have an exhibitor mix that will attract your target customers and that are complementary to your business.
3. Determine which shows your top prospects attend.
See if the attendee list from past shows is available. Review the list to determine which shows have a large number of your target customers on the attendee list.
4. Identify which shows your best customers attend.
Call your customers and ask which shows they plan to attend and which shows they would like to attend. If there is a show that some of your customers would like to attend but are not planning to attend, ask if they would attend if they received a free pass to the exhibits. Most major trade shows offer exhibitors a limited number of free passes, so if your customers would attend the show with free passes, this could be a good reason to attend this show.
5. Figure out where your competition will be.
How many of your competitors will be exhibiting at the show? If you are not there, will you be at a competitive disadvantage? Trade shows usually bring together many competitors under one roof. Look for shows where your company will stand out as a leader in your market.
6. Consider timing – does the show’s timing make sense?
Will your company have news? Do you have a new product to announce or roll out? Does it conflict with another more important show?
7. Are there any special PR opportunities?
Exhibitors have a distinct advantage capturing Trade Show PR because they have higher profiles than attendees. They can also more easily and effectively demonstrate their products. This is particularly important for new product introductions. Ask the Trade Show management for last year’s press list and if they have any information on who is planning to cover this year’s event. Are there any media outlets attending that provide opportunities for you to reach your target audience in an impactful way?
8. Finally, take a look at the cost to attend each show.
Will it have a positive return on your marketing investment? Which shows have the best returns?
Put it all together and you should be able to pick the best trade shows for your company.
EXHIBIT ACRONYMS – What does an EAC Provide at a Trade Show?
Exhibitor Appointed Contractor is a Company or Individual that Works on the Tradeshow Floor
The letters EAC is one of the thousands of acronyms that can seem to exist only to confuse people with less than 5 years of experience in the tradeshow business. EAC stands for Exhibitor Appointed Contractor.
An Exhibitor Appointed Contractor is a company or individual that works on the tradeshow floor providing any of a number of services that could also be ordered from the General Services Contractor. (Freeman, GES, etc.) There are a few services for which you may prefer to use someone other than the General Services Contractor (GSC) such as installation and dismantling labor, audio visual rentals and service, floral, etc.
If you choose to use an EAC, you must notify the show well in advance to allow them time to make sure your selected company is properly certified and insured. The form for this notification is in the show manual. Be sure to find the form and get it sent in as soon as you are able since the show generally requires at least 30 days notice.
The most common service provided by an EAC is installation and dismantling labor. A large number of companies of all sizes are anxious to provide you with labor services. These companies claim to provide better quality labor and service than the GSC at a competitive price. They will also help you with filing the EAC form. Be sure to get their information in writing and check references just like you would with any of your vendors.
Installation and Dismantling of Your Tradeshow Exhibit Should be done by an EAC or GSC
There are some services that are provided only by the convention center or GSC such as material handling, electrical service and labor, rigging, vacuuming, plumbing, etc. Many exhibitors feel that this exclusivity allows the GSC to charge inflated rates or provide inferior labor, but for most of these services, there are good reasons for the rules. In the case of material handling or drayage, there must be only one exhibit management company organizing everything, both to keep order and for safety reasons. Electrical labor and service must be done according to the contract with the convention center and local building codes for public safety.
No matter who you choose to provide your needed services on the show floor, as a first step, you need to spend some time reading the show manual to understand each service and to know the rules and your rights. Need help? Let’s Talk.
Make a Big Impact With a Small Trade Show Exhibit
You may be planning a small trade show booth, but that doesn’t mean that you can’t make a big impact. Here are a few ways to make any exhibit a big win.
Keep it simple
Your exhibit will stand out if you create a very simple booth. Keep it uncluttered, only include the essentials, and make it open and inviting.
Look professional
Make sure that every aspect of your booth is professional – from your exhibit, to your sales collateral, to your booth staff. A professional looking booth is critical to building credibility and to attracting traffic.
Be dramatic
Use distinctive materials, tension fabrics, woods, colored metal and layered graphics to present a current look and build visual interest.
Think tall
Design a booth that incorporates one tall element that is visible above the crowd. It can be as simple as an overhead sign with a unique design, shape and movement, or something more unusual like moving lights on a group of hanging banners.
Get the best booth staff
In a small booth, the staff can be the difference between engaging attendees and just blending into the background. Make sure to have an outgoing, knowledgeable team at the show.
Start your marketing before the show
About 75% of show attendees decide on exhibit visits and seminar attendance in advance. Set up meetings with clients, prospects, and press ahead of time.
Follow-up after the show
Don’t let one hot lead fall through the cracks; make sure to follow-up all the qualified leads after the show.
It doesn’t matter if your trade show exhibit is the largest at the show or a smaller booth, the same principles of great trade show presentation still apply. Make sure your trade show exhibit stands out from the rest of the show, that your team executes flawlessly and every element works to bring your brand to life.
Trade Show Exhibit Design: Tension Fabric Displays
Tension fabric displays have many advantages; they are portable, easy to set up, affordable and inexpensive to update. Many exhibitors have switched to fabric graphics because they eliminate the possibility of glare or scratched, marred finishes. Other exhibitors appreciated the contemporary look that can be achieved with fabric graphics. With all the advantages of using tension fabric, it is no wonder that it has rapidly become commonplace. Unfortunately, commonplace can also become boring on a trade show floor.
Designers get creative with Tension Fabric
The typical tension fabric display is constructed of anodized aluminum tubing covered with a stretch fabric that has been printed with graphics. Most often, the exhibits using tension fabric basically replicate traditional trade show display forms. But now, a few exhibit designers are starting to explore the real potential of lightweight framing, tension fabric, programmed lighting and new printing technology to create some innovative new trade show exhibits that were not possible with traditional materials.
Lightweight framing offers new design freedom
The advent of lightweight aluminum framing means that designers can more freely incorporate tall structures and ceiling-hung elements in booths to increase visibility. It also has enabled designers to cost-efficiently create new freeform shapes and elegant, curved structures. These materials offer almost endless shape and size possibilities. Some designers have even created soaring three-dimensional structures that attendees can enter and be immersed in the brand experience.
Fabric graphics offer versatility
Fabric graphics offer more versatility than laminated panels, and can be produced in varying textures and opacities. Fabrics can be used to add movement and elegance to banners, and hanging elements. And translucent fabrics printed with opaque ink and illuminated with backlighting can be used to add more dimension to the design.
Graphics can be printed on fabric with either a dye sublimation process or a direct ink jet printing process to achieve different effects. Dye sublimation is a continuous-tone printing technology that very closely replicates a chemical photograph and is the best way to reproduce photographs.
Direct ink jet printing produces sharper, brilliant images and is the best choice for highly graphic images. And, with recent advances in high-resolution ink jet technology, high-quality photographic images can be produced with inkjet printing. This printing method can be used on both synthetic and natural fabrics, and allows designers to create fabric graphics on silk, cotton and fabric blends.
Limitless design possibilities
Fabric is a durable, lightweight, versatile, and affordable medium for trade show exhibit design. It provides designers with countless ways to create fresh and up-to-date displays that can make a trade show exhibit stand out at even the most competitive show.
The Perfect Trade Show Booth Requires a Great Team
Have you ever been to a trade show and see a great exhibit, but no one is there to greet you? Or you start to approach a booth and see a couple disengaged people slumped in chairs, hiding? Or the booth staff is occupied talking on their cell phones and texting? My bet is that you just passed this exhibit by.
The team who staffs your booth is a critical part of a successful event. Make sure they are properly trained, motivated and equipped to succeed.
- Select people to staff the booth who have the right attitude. You need people who are open and approachable, who can smile when their feet hurt, and who really enjoy meeting new people.
- Train your team so that they know the main messages you want to communicate at the show, and can answer most customer questions. Knowledgeable people in your booth will generate higher quality leads and more sales.
- If product demonstrations or structured sales presentations are part of the exhibit, make sure that every member of your team is at least loosely scripted and has rehearsed.
- If you have any special promotions, make sure the booth staff understands all the details and deal terms.
- Have a formal staff schedule and base the staff rotation on the expected trade show volume at given time. Develop a contingency plan to adjust staffing if needed.
- Establish a dress code which is consistent with your company’s or organization’s brand and the booth theme.
- Formalize the lead qualification process and make sure everyone uses the same criteria to qualify prospects and record contact information.
What do you think is the most important factor when selecting someone to staff your trade show booth: product knowledge or positive attitude?
The Tradeshow Survival Kit
When planning to exhibit at tradeshows, it’s impossible to forget the big items, such as your display, accessories, banner stands, banners, signs, and your booth staff. Unfortunately there are many other small items that need to be brought along with you that often fall between the proverbial cracks when packing for a tradeshow. Often, these small items can cost a ridiculous amount of money when you have to resort to buying them on-site or extremely inconvenient when you have to go off-site in search of them.
So to make it easier, we’ve compiled a list of items that you shouldn’t leave the office without when en route to a tradeshow. Most are small enough to either be brought in luggage by a staff member or shipped in one box to the event or to your hotel.
Tradeshow survival kit items include:
An extension cord. Will come in handy when you realize how far equipment or lighting is from the nearest outlet.
Scotch, Gaffers and masking tape. Can be used from everything from holding down a tablecloth to sealing boxes for shipment.
Stapler. What good is a stapler without staples? Pack extra!
Paper clips. What can a paperclip not do?
Velcro dots or strips. Use to adhere signage to you’re the walls of your display, hold up banners or keep tablecloths in place.
Sewing kit. Prevent wardrobe disasters with this handy kit.
Safety pins. MacGyver once saved the world with a safety pin and a rubber band. Enough said.
Push pins. Use to hold signage in place, posts messages or notes, or awaken sleepy staff.
Black permanent markers. Use for labeling boxes or marking items that you don’t want walking away.
Blue, red, and black pens. Yes, attendees steal pens so pack plenty.
Notebooks or pads of paper. Keep notes, reminders for staff, etc.
Rubber bands. See safety pins.
Small hammer and screwdriver. You don’t want to have to rely on on-site employees to loan you these handy essentials.
Spare pair of eyeglasses. Would be a really inconvenient time to not be able to see.
Wrist watch. Very important to keep scheduled meetings with the press or customers running on time.
Aspirin, Ibuprofen or other medications. Headaches are common at tradeshows due to late nights, over-imbibing, and lack of sleep.
Tissues. You never know when you’ll need these.
Paper towels. Prevent food or drink spills from ruining equipment.
Garbage bags. Especially handy when cleaning up after show is over.
Hand sanitizer or wipes. Shaking hands is a great way to make a good first impression, but it can also be a great way to catch a cold or other illness.
Alka-Seltzer. Plop, plop, fizz fizz…relief.
Throat lozenges. Everyone’s voices will be tired and sore from all the talking and dry air at tradeshows.
Lip balm. Indoor dry air and lots of talking equals chapped lips.
Eye drops. Won’t make up for lost sleep, but will help.
Comfortable flat shoes. Sure heels make you look great, but after hours of standing up, you’ll be happy you packed a more comfortable alternative.
Stain removal wipes. That meatball sub seemed like a good idea.
Granola bars. Perfect for a quick nourishment break.
Mouthwash or breath mints. Everyone has been trapped into talking to someone who has “death breath.” Don’t be that someone.
Extra batteries for equipment. This is one of the many items you’ll pay an arm and a leg for at the conference center’s gift shop.
Small digital camera. Take pictures of your booth, empty before the show to best show signage, displays, etc., and again while it’s filled with eager attendees for future promotional uses.
What’s on your must-have list? Share in the comments section.
Trade Show Design: Audience Boredom is the Real Challenge
You’re heading to the biggest trade show of the year. You’ve checked out your competition and your exhibit looks as good as theirs looks. You have last year’s team back. Everything will be as good as it was last year. You are ready to make the most the show. But are you ready for the real competition? An audience that is totally and completely bored.
You Have Only a Brief Moment to Make an Impression at a Tradeshow! Attendees Only Recall 15% of the Displays Visited.
People are surrounded with so much slick mass entertainment, on-demand info, interactive experiences, and noise and hype that they have moved beyond oversaturation – they are now tuning most of it out. Trade show attendees – and your target customers – are a product of this environment. They quickly scan a booth and make a very rapid decision about whether to invest more time or effort in a visit. Now, you not only have to beat your competition, you need to capture the heart and minds of your prospects that are harder than ever to engage.
Studies have found that on average trade show attendees can only recall 10% to 15% of the displays they visited 24 hours later, but the most valuable customers remember over 40% of exhibits even a year later. That is the dilemma – the casual show attendees won’t remember much but do not really matter; the high- value buyers probably remember what you did last year.
You have only one brief moment to make an impression. Do you want your target customers to see your trade show exhibit and think, “been there, done that”? (Don’t forget – your most valuable prospects never miss a show and they saw your booth last year.)
So ask this simple question: When was the last time you changed the appearance of your exhibit?
If the answer is more than two years, pick up the phone and call the best trade show exhibit designer you can find (we can help!). If your booth was typically forgettable, it will look dated. If your booth was the star of the show, it will be unforgettable and remembered as last year’s exhibit. No matter what, a dated exhibit will send the wrong message about your company and the wrong message about how you feel about the attendees of this show.
In this fast-paced, competitive world, trade show visitors want “new”. That doesn’t mean that you need a completely new exhibit, perhaps it just needs to be refreshed. But, now more than ever, it is important to show that your company understands how to succeed in this hyper-competitive marketplace.
Insuring Your Tradeshow Display: What Exhibitors Need to Know
Consider Insuring Your Trade Show Display
Tradeshow displays are very expensive marketing investments and as such, you should consider insuring your properties in case of loss or damage. While the likelihood of a significant loss is rather remote, it is possible. Natural disasters can strike the warehouse where your exhibit is stored or even convention centers (A tornado did considerable damage to the Georgia World Congress Center in a few years back).
Fire is the most common threat to your trade show displays. Trucks can be involved in accidents and trailers have been known to catch on fire due to tire problems. Warehouses are not immune to fires and in 1967 the entire McCormick Place Convention Center was destroyed by a fire with a large trade show set up and ready to open. The fact that losses like these are unlikely makes insuring display materials affordable.
Exhibit companies, for the most part, do not insure client-owned exhibits stored in their warehouse. Trucking companies normally provide very inadequate coverage based on weight (usually around $1.00 per pound).
If you are concerned about this, you should first check with your accounting department to determine what your company policy is regarding casualty insurance. Many large companies are “self insuring,” meaning that they simply pay for any losses themselves, rather than pay for insurance. Small and medium companies usually have some type of insurance coverage, but all assets need to be recorded, especially those that travel around like displays.
If you would like to insure your display, get an up to date inventory list and have your tradeshow exhibit company provide you with the replacement cost of the display. Be sure to update this information annually. Current photos of the display set up will be important if you have a loss.
If you do decide to purchase coverage, make sure that it covers your materials 24/7 no matter where they are. Need trade show advice? Let’s Talk.
Archives
- July 2021
- June 2021
- May 2021
- April 2021
- October 2018
- September 2018
- August 2018
- July 2018
- June 2018
- May 2018
- April 2018
- March 2018
- February 2018
- January 2018
- December 2017
- November 2017
- October 2017
- September 2017
- August 2017
- July 2017
- June 2017
- May 2017
- April 2017
- March 2017
- February 2017
- January 2017
- December 2016
- November 2016
- October 2016
- September 2016
- August 2016
- July 2016
- June 2016
- May 2016
- April 2016
- March 2016