Tips for setting up and taking down trade show booths without worry

When you are working with an installation and dismantling (R&D) company at your next trade show, and each exhibitor must hire an installation and dismantling company, it is important to have full communication with them so that your trade show remains. intact. Therefore, it is essential that the trade show exhibitor provide the installer with a detailed, descriptive, written breakdown of all elements and components of the trade show booth.

This inventory list should include not only 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 about your trade show display can make a big difference in the efficiency and cost of setting up and dismantling your trade show booth.

A detailed inventory list provided by the trade show exhibitor that includes not only the number of boxes and skates, but also a detailed description of what’s on each skid in the trade show display helps protect against loss of pieces that may come off. Everything should be itemized, including literature, gifts, 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 installer, they will be able to do their job more efficiently, saving you time and money. Since everyone is in a rush as the trade show move-in 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 installing and dismantling trade show displays, the work your employees do is highly dependent on the information you get from the trade show exhibitor.

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

Understand the facilities of the trade show floor. Determine in advance where the electrical system is located in that facility. Does the electrical distribution come from the floor or the ceiling? If the electricity is coming from the ceiling, you will need to hide the hanging electrical cables, perhaps inside a tower, and then lay the cables on the floor and cover them with a carpet. Knowing the wiring requirements in advance will simplify the lighting and power process for the installer. This applies to all convention sites, be it 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 Joseph.

Coordinate the schedules of all your providers. It is important to know how to properly control the time of your freight forwarder, Dutch suppliers and installers. For example, if you are exhibiting at the Hilton Hotel in midtown Manhattan, you will need to allow additional time for the freight to be delivered. This is due to limited access to the hotel’s freight elevators and the fact that the hotel only has two dock spaces. There is also a lot of traffic in the city center which can cause delays. Advise your carrier to register to download as soon as possible. They can avoid long lines by arriving at the display dock well in advance of the indicated move-in time.

Provide a full-scale layout of the specific exhibit display, including a description of where each panel goes. It is best to provide this design 5-7 business days before the show. Why? Exhibitors are allowed to travel by airplanes and their R&D managers will not be able to communicate with the exhibitor’s representative by cell phone. If your installer has to make a decision and it is not correct, you will need to remove electrical, carpet, and other parts and start over. By knowing where each display component is placed, they will be able to accurately assemble the trade show booth without the guesswork and thus avoid costly rework and downtime.

Provide details about the outbound shipment of your trade show. When it’s time to take down the exhibit,

Please make sure your R&D company has correct outbound shipping address information, repackaging instructions

and proper bills of lading.

Remember that a descriptive and detailed inventory list can save you time and money and ensure that your trade show booth remains intact. The more information your R&D handler has, the faster it can do its job. If you take the mystery out of your trade show display assembly, you win the day.

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