Exhibitor Show: In and Out are done, Now comes Services

The past two posts have dealt with the complexity of completing the show book, all around moving our exhibit in and out of the space. Now we’re moving on to completing the show book.

At this stage, we think about how the exhibit will be built. If we have an overhead hanging assembly, we’ll install that before anything else goes in to the space. Then we work from the ground up, starting with electrical, then carpet, then the display, then accessories.

Next, we look at the electrical needs. Our display will need 2 overhead lamps, a large LCD flat screen, a CPU, the lead reader, and an open plug to charge phones and i-pads. We add up the wattage of these (75+75+30+40+3+6=229) and we know that the order has to be placed for a single drop at 250 watts.

Always check your wattage math. This is one place where many exhibitors go awry, and where budgets start to get out of whack. You cannot exceed the line wattage – if  you do, you risk shutting down the entire electrical feed string. This will cause great angst and a visit from the chief electrician. It will also require that you unplug items, or purchase more wattage.

We will send over our overhead floor plot indicating where the electric feeds needs to be placed, and off we go!

Now we look at IT feed. In this day and age, you might think that it’s easy to get wireless connection on a show floor, but it’s not. It’s very mysterious as to how all cell phone signal evaporates within a show hall. Ask me about that sometime…

So we place our order for either a T1 cable or a wireless router. This is also the order form for technology staff who can any sound system you are deploying in the space.

We are bringing our own carpet, so we don’t need to think about either carpet or pad. Any experienced exhibit road warrior knows that nice carpet, and especially a nice pad, helps manage those long hours on your feet. If you want your sales staff to be fresh and energetic, put some extra money in the budget for the good stuff!

Now we work on the display assembly. At this point, we schedule labor and supervision. Generally, we want labor to arrive within an hour after the carpet and electrical goes down. We think about how to unpack the display, and hopefully, we’ve loaded and labelled the crates so that the materials we need first are clearly identified. We use a bright yellow label that reads UNLOAD FIRST.

This load works into the labor order form just like everything else.

We will be setting up a combination of extrusion, custom fixturing, tension fabric and furniture. We plan on 2 men 4 to 5 hours to complete the project.

Here’s where experience makes a difference. Having more labor available to build the display does not always translate into a faster set up. It;s more complex to manage a large group of I&D staff, and the staff needs to be really clear about the unload and build sequence. Also, a more experienced, smaller group may be more effective than a less experienced, larger group.

Managing this is how and why we get paid. Effective installation strategy can save thousands of dollars in a large event environment.

At this point, we are pretty much through the show book. Once our exhibit is assembled, our own staff members will detail it. We personally want to clean it, position literature, business cards, furnishings, etc. to support how we interact with the space. We work all this out in advance in our warehouse, especially with a new build such as the one we are revealing at EXHIBITOR.

So off we go! Show book is done, payments are confirmed, and we are ready to work on the exhibit design.

Come visit the Image 4 team at space 1870. Exhibitry Starts Here.



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