Bob
Thomas, CME | Exhibit and Event Management Trade Show Management Tips - Part I
The following tips, secrets, and common sense suggestions were provided by trade show industry veterans who have been to war and conquered the beast. And for some warped reason they come back for more - year after year. Knowing the following won't help you live through a lifetime of shows; that takes a warped mind and a strong liver.
A box of fresh doughnuts goes a long way with show management and suppliers
RELATIONSHIPS - It has saved us more money than anything. Know Show Management, the show anchors, trade press, and key suppliers
Take your own vacuum cleaner to all shows over 10 x 20.
Rent TVs or VCRs through a local rent-a-center and they deliver and pick up.
Use ACT software, a CardScan unit, and a laptop for a low-cost lead/survey system.
Be organized from day one in the show planning process
Order rentals and services before the discount deadline
Pack the items you need first so they are accessible in crate #1.
Work with your labor. It sets the tone that you are efficient and expect them to be.
Know the best way to assemble the booth and share with your crew before they start.
Tell labor you need ladders, j bar, screw gun etc before the show so they arrive ready.
Turn in your own bill of lading, it saves I & D time.
Preprint your shipping labels and bring to the show.
Prepare the outbound bill of lading before the end of the show.
Pay your bill on the second show day - in the morning. If there is a problem everyone is in a better mood and there is time to solve it.
Ask for the same crew for dismantle, they will know you and your booth. Treat your labor with respect
Call your vendors as early as possible to inform them of an upcoming show.
On the first day of setup, arrive 15-30 minutes before your labor call. Check your electrical/phone/fax/internet lines, Inspect and verify freight, and organize
Follow up, Follow up, Follow up, Follow up, Follow up, and FOLLOW up. Be sure to get pictures of every booth - great for promotion and reference for future events and annual review time!
Manage your budget - don't let it manage you: Create a budget before the planning process begins As purchases are made, enter them in a table showing detail, amount, and date paid. Review all invoices, verify amounts and note "final payment".
Spray paint the corners of your crates with a bright color for easy ID. This can also be used to identify how the door or lid goes back on your crate.
Pack a sewing kit, "shout" stain wipes, breath mints, aspirin, antacids, etc. with booth.
Keep a file on each event. Touches, leads, # of attendees, what worked, what didn't, contact phone #, pictures, cost, worked, demos, etc.
When shipping, securely place and brace your product inside crates Accurate shipping paperwork = piece count and description of the items being shipped Create bright, legible, and accurate shipping labels Only use the services of a reputable carrier experienced in trade shows
Use your leftover product or giveaways for goodwill with labor, electricians, guards, etc
Don't try to get around Union or Show regulations as this can cost you more.
Ship small last-minute packages to your hotel instead of to the show to save $$ Carefully review all International Shipments involving gift or promotional items -Some items create large customs delays due to country of origin -Food items are a BIG no-no. (Mints, hard candy, etc.) -If you require food items - purchase them in the country of the exhibit. -Some ceramic items (Coffee mugs, etc) create customs problems overseas. -Call Customs Broker regarding the items you wish to ship for possible concerns. Exhibit Managers should tack on extra days for themselves - R & R for after the show. Review the manual BEFORE you call show management or the GSC with a question.
Complete surveys from show management - it's the best way to effect change.
Don't wait until the last minute then expect the same service and price as those that planned ahead.
It helps to be friendly with show management and the general services contractors. You get more bees with honey...
When someone ships a last-minute package to your exhibit, remember to: - address the package as instructed in the service manual - be sure they ship to arrive during show setup or show days - get the tracking number - they won't be working nights and weekends like you! - know your company's account number in case you have to ship something overnight.
There is no such thing as secure storage in your booth. There are only a few cabinet keys used for cabinets and door locks in the trade show industry.
Bob Thomas, CME is Founder and President of Exhibit and Event Management - an exhibit management and consulting company based in Columbus Ohio . He is also Past Chairman of the Board of Directors for the Trade Show Exhibitors Association and has been managing trade show and marketing exhibits for more than 15 years.
Bob Thomas, CME Exhibit and Event Management 3227 Mountview Road Columbus OH 43221 614.538.9004 614.538.9019 fax www.exhibitmanagement.com
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