In the first part of our Trade Show Basics series,
we provided the essential first steps to exhibiting: finding your decorator and
requesting the show kit. Now, we will provide
details on your electrical,
audio/visual and carpet order forms.
You will almost always need to order electrical
services from the show decorator or facility to provide power to everything from
exhibit lighting and computer equipment, to
charging up that all important
interactive iPad® in your trade show display. While planning for your show ask
yourself these basic questions and you will find ordering this
service a breeze!
What are my power needs?
- Make one list of all the items where you
need to provide power.
How much electricity do I need?
- Electrical costs are determined by the
number of specific locations you require power at (known as “drops”), and
also how much power is needed at each location.
Since these two factors
influence how much your electrical costs are at shows try to plan on the
least number of drops possible for your trade show booth space.
are powering specialized equipment or are running an excessive amount of
equipment (think several power strips/extension cords) you can typically
the minimum wattage per drop – usually 500watts – and the minimum
number of drops you need.
Where do I need power in my booth?
- Plan ahead! Where you are able, use power
strips and extension cords to run power to multiple locations within the
booth space. Keep in mind when exhibiting in
large island spaces that your
I&D crew needs to know if electrical should be run under the flooring.
Sometimes they can run these cords themselves; sometimes
need to take care of that. Every facility can be different so double check
the rules every time. Failure to check out this information before setup
lead to steep charges if changes need to be made after the flooring is
- Electrical Maps – Unless you are ordering a
single drop placed at the back center of your booth space you will need to
provide an electrical map. This is an overhead
grid view of your booth
space that shows where all your power needs to be located. Make sure to mark
out items like extension cords and the power level needed at
each drop if
there are different levels on your map. Having an accurate map not only
ensures that your electrical is placed correctly the first time, it also
helps your I&D
team troubleshoot any issues.
- Side note:
DON’T FORGET TO WRITE IN YOUR SURROUNDING BOOTH SPACE NUMBERS! Having
the correct orientation for your booth will reduce many
you, your show vendors and your I&D crew. This will make sure everyone
knows the “front” of your booth space (especially in island exhibits).
In cities using union labor at the show hall, the
union responsible for setting up the exhibit may be different from the union
charged with handling the A/V materials. Not only
are there separate forms to
complete for A/V materials, but you will have to coordinate the labor separately
as well. Virtually every show offers A/V for rental at the show
but keep in
mind, even if you supply your own AV you may have to contract with the AV union
to have it attached to your exhibit.
Look at the costs of renting at shows, especially when you will need to pay
for your own A/V items to be setup. Sometimes after weighing the cost of
material handling, and installation you might have been better off
renting where you won’t receive those charges. Not sure what to do?
Contact your exhibit vendor and
ask them for some guidance. Renting isn’t
always the best option, but sometimes can save valuable dollars when
Cables, cables, cables! Just because you
rented a monitor does NOT mean that connection cables are included. Make sure
to know what devices are running your video
and that you have the proper
connection to make everything work as intended. Getting out ahead of this issue
will save last minute headaches and runs to your nearest supply
If you are paying to have your A/V installed the last thing you want is a
contractor hanging around (and charging you!) while waiting for your exhibit to
completed. Make sure your I&D crew knows when your A/V is scheduled to be
installed. Not sure when to schedule a time? Many decorators will allow you
time as “WILL CALL,” this will allow your I&D team to get the
labor as soon as they are ready for it. Don’t like scheduling your time as
“WILL CALL?” No problem, just contact
your I&D crew and get a best estimate from
them on when they think they will be ready to have items set up. Also, make
sure you are using the show set up schedule to your
advantage. When possible try
to arrange any services/labor during straight time hours and save the cost on
overtime (or double time!) costs!
Generally your decorator will offer different
carpets of various weights and padding/visqueen services (visqueen is a plastic
covering that is laid over the top of the carpet to
protect it when the exhibit
is set up. The visqueen is removed after the exhibit is set up and before the
show starts.). When ordering carpet and padding try to remember
the last time
you worked a show and how much your feet hurt at the end of each day! If you
have the budget for it, we recommend that you rent a high quality carpet and
so your booth staffers aren’t constantly thinking about their sore feet and
concentrating on gathering leads instead.
To rent or not to rent, that is
the question. As companies move to
differentiate themselves and add to that WOW factor on the show floor we get
more and more questions
about purchasing flooring. The reality is that the
decision on purchasing flooring is 100% up to you! That being said here are
some quick pros/cons of flooring ownership to consider:
- Your exhibit will have a consistent look
- No Carpet/Padding rental costs
- All wire management holes are in the carpet
exactly where you need them.
- Unique flooring can add to the attraction of
your exhibit space.
- Additional Shipping/Material Handling
- Large carpet and pad bags aren’t user
friendly and take up a lot of storage space
- Carpet must be maintained regularly
- It will need to be replaced when it starts
to look worn (this time can vary based on number of shows per year and how
much your space is being utilized)
One final thought to leave you with is booth
cleaning. Generally this is one area where you can save money. If your
tradeshow exhibit has the space available, buy a small
sweeper and sweep the
floors yourself. You can usually save $100-200 alone on this service (depending
on your booth size of course!). The additional charges for
handling are generally minimal and you will have something you can use for
multiple shows, if not years, to come.
There are some of the most common exhibiting
questions when it comes to show paperwork. Make note of these tips as they can
come in extremely useful when getting
ready and ordering services for your next