Timeline

Begin with creating a timeline that will help you avoid last-minute rush charges and lost opportunities. There are a number of software packages available specifically for project management. Or, you can just use a simple spreadsheet or word processing program. Use this Trade Show Preparation Timeline  as a guideline in developing a schedule tailored to your trade show participation.

For organizational purposes, it is nice to create a notebook divided into sections, including budget, shipping information, trade show services, graphics, promotions, travel logistics, and miscellaneous information.

Strategy

Research the trade show. Review who will be attending as well as the trade show’s history. Many trade shows begin their space reservations before the previous show closes. Visit the show’s website. The majority of trade shows are available for exhibit booth space signup through the Internet.

Sign up as soon as you make the decision to participate – this could prevent late signup costs. Most trade show organizers will ask for an initial deposit to confirm your booth space and then provide you with the due dates for additional payments.

Determine who will be part of your exhibit team which may be both internal and external personnel.  Setup a meeting with your team and determine their assignments and deadlines.

A handy method for keeping track of each task is to jot down on your calendar each task per specific date and follow-up when you turn to that date.   You also should determine exhibit design, promotions, lead handling processes, staffing and logistics.

Exhibit Design

It is important to have an idea what you would like for your exhibit design, meet with other members of your marketing/sales department and determine what your message should be for this trade show. If you will be building or renting an exhibit, planning should begin at least three months in advance. If you are going to be using structure already available and making minor or no modifications to existing booth graphics, this can be done in about a month.

Promotion

Trade show organizers will allow you to rent prior years’ attendee lists as well as the current year’s pre-registered attendees. With these lists, you will be able to send notices of your trade show participation as well as the exhibit booth number. Additional promotional strategies also are provided by show organizers and should be included in your exhibitor-services manual.

This also is a good time to determine what promotional giveaways and literature to handout during the show. Add this to your time schedule.

Lead Handling and Collateral

Work with your marketing/sales team to determine what information you will want to obtain from attendees. Decide whether you will use an electronic or manual system for retrieving leads during the trade show. You should also determine what your post-show lead fulfillment plan would be. This should be done about three months prior to the show.

Staffing

Decide who will be attending the trade show and staffing your booth as soon as possible in order to communicate any show particulars and share your show strategy. You will need these names to order exhibitor badges as well as providing the staff information on show dates, location, conference registration, hotel accommodations, and air and ground travel arrangements.

Installation and Dismantling (I&D)

Determine who will be installing and dismantling your booth well in advance of the trade show. Estimate how many hours it takes and the dates you will be setting up and tearing down your booth. Provide this to the show organizers by completing the paperwork located in the exhibitor-services manual. This should be done about 30-45 days prior to setup.

Shipping

Determine what you will be shipping to show i.e. structure, equipment, display hardware, giveaways, literature, and supplies. This will help you decide what type of carrier you should use – van line or air freight. Provide the pertinent trade show information to your carrier and they will determine when your shipment should be ready for transport. Make your return shipping plans with your carrier at the same time.

The return shipment date can be determined by referring to the trade show teardown date and scheduling the pickup for the day after show closing.  This should be done at least two months prior to the show.

On-site Services

When you receive your exhibitor-services manual, all of the on-site services deadlines will be identified such as: material handling, carpet rental, furnishings, floral arrangements, cleaning, electrical needs, and computer equipment rental. Order online or complete the paperwork for each service you will be using. Normally, there is a discount for providing this information early.

At the Show

Prior to the trade show, make a list of details to be completed at the show including: picking up badges, confirming you have received all items ordered, ensuring your shipment has arrived, supervision of exhibit installation, pick up lead retrieval systems and blank bills of lading.

Show Close

Dismantling usually begins as soon as the show closes although not in all cases. This information can be found in your exhibitor-services manual. It is usually the time you return your lead retrieval system as well as audio visual and computer equipment. Normally, the floral will be yours to keep; however, plants ordered are typically on a rental basis and will be picked up by the floral company. The furnishings also will be picked up soon after show closing.

Exhibit dismantling sometimes can be started immediately upon show closing although some trade show organizers may wait until the next day. The repackaging of your exhibit is done after dismantle and, at that time, the completed bill of lading should be turned into the exhibitor services center. If you do not submit your bill of lading, your shipment will not be released to your designated carrier but rather it will be sent via the shipper of choice of the trade show contractor company.

Post Show

The trade show is over and it has been a success! Now is the time to turn leads over to the appropriate sales people; submit a personal expense report; work with the exhibit house to inventory the exhibit and determine necessary repairs; review final show invoices and finalize show budgets.   ESP can help you with any of the above details. We are ready to help you with our range of products, advice and experience for successful trade show participation.

Your First Trade Show

Advice for your First Trade Show Display

If this is your first time at a trade show, you are possibly a little bit nervous about how the event will unfold and if you’ve forgotten anything in organizing your display.

This is one of the advantages of dealing with ESP – a company that can help you every step of the way. We’ve seen all kinds of trade shows and displays and there is little for which we can’t provide either some advice or a definitive answer.

But let’s go back to the beginning for a moment and speak to those who are just beginning to think about their first display.

What are the criteria for your first trade show display?

Price

Either you’ve put together a budget yourself, or you’ve been given one by your company. In any case, the total cost of your trade show display is a determining factor in what you should be looking at.

1. If your budget is under $5000.00, you should consider portable tabletop displays, freestanding popup displays such as SALESMATE presentation displays, XpressionsSNAP 3D popup displays, VBURST! stretch fabric popup displays, classic popup displays with Velcro-friendly fabric panels or mural graphic panels, folding panel display packages, or banner stands.
2. More elaborate portable displays and simple modular display systems or possibly a combination of these display types usually fall within the budget range of $5,000.00 to $10,000.00.
3. If you have more to play with, say between $10,000.00 and $30,000.00, you should be looking at simple to slightly customized modular display systems and full custom displays depending on the size of your display booth and the image you want to portray.
4. And if price is no object, then you should consider custom modular display systems and full custom exhibits. Note that custom exhibits can be modular to a degree although they usually don’t have the same flexibility as modular display systems and are often heavier and bulkier resulting in higher shipping and show site drayage costs.

Combining display types is an option to help you meet budget objectives. For example, you can combine a tabletop display or a freestanding portable popup display with a banner stand.  Or you can use three banner stands to create a 10′w display backwall in your exhibit booth space.

Also, popup displays can be combined with modular display systems to help meet budget restrictions.  The possibilities are virtually unlimited.

Space

1. If your trade show booth space is linear (in a line with several other exhibit booths), your display is usually restricted to a height of 8′. While any display type can be used in a linear space, the most common are freestanding popup displays such as classic pop ups, XpressionsSNAP 3D popup displays, VBURST! stretch fabric popup displays, folding panel display systems and tabletop displays. Multiple banner stands are also frequently used to create a linear booth space backwall.
2. For island and peninsula (also known as end cap) exhibit booth spaces, the typical display is either a modular panel system or a custom exhibit. Although less common, portable popup displays are also used in island and peninsula spaces.

Multiple story displays are almost always custom exhibits or a combination of custom and modular display systems.

Portability

If you’re looking for the best in portability and convenience; if your ideal trade show display is something you can transport and set up yourself or ship inexpensively, you should be looking at portable tabletop displays, freestanding popup displays, and banner stands. 

These portable displays are lightweight and usually can be transported by car, plane, or via express shippers.

If you want an idea of how the preparation for a trade show should look, take the time to read our Trade Show 101 section.

And don’t forget, if you’re confused at all or feel overwhelmed while planning your first trade show display, please feel free to call 619-222-8813 or contact us anytime for advice.

http://www.espexhibits.com/trade-show-planning.php

Whatever your budget dictates, ESP has a solution to meet your exhibiting needs. From table throws and banner stands to popup booths and from custom portable to custom modular, we’ve got it covered with no rush fees – EVER.

Shop online at your convenience http://ow.ly/jNoEb, browse our Virtual Showroom http://ow.ly/jNpd2, or call us for a consultation and custom quote 619.222.8813.

Perhaps no term is more hyped and less understood in the exhibit industry than “hybrid.”  Nearly every exhibit manufacturer and custom builder refers to their latest designs as portable hybrids, modular, hybrids, or even custom hybrids. Why the emphasis on this term? The answer is simple: Value. More than ever, exhibitors are demanding displays that do everything – assemble quickly, look custom, ship light, and reconfigure. Just a few years ago that would have been impossible, but not any more.

The Building Blocks

If you’ve walked a trade show recently, you’ve seen a profusion of aluminum structures and tension fabric graphics. Those are the building blocks of hybrid displays. Aluminum is attractive, structural, and lightweight. Tension fabric is vibrant, durable, and cost-effective. Together they serve as the creative foundation for displays priced from $3,000 to $250,000.

But what makes them hybrids. For the past 30 years, the exhibit world was divided into two worlds: portable/modular displays or custom exhibits. Portable/modular displays have been dominated by pop ups, panel displays, and modular laminate exhibits. These “systems” have well-defined configurations, components, and accessories, but limited design flexibility. Custom exhibits, built primarily from wood, have offered exhibitors endless design possibilities but are rarely portable or modular.

Hybrid Exhibit Systems

Hybrid exhibits merge those two worlds. Hybrids start with tension fabric and aluminum extrusion systems (such as MODUL). Beyond that, the design can be anything and can include anything. There are portable hybrids, such as Sacagawea or Magellan, consisting of an aluminum extrusion frame and tension fabric graphics, which pack in portable roto-molded cases. There are modular hybrids, like Euro LT, which add modular laminate components and pack in roto-molded tubs or small crates. And there are custom hybrids, such as Visionary Designs, which combine extrusion with just about anything else – metal, wood, plex, glass, and sometimes even portable or modular systems. As with all custom exhibits, the final design is whatever fulfills the marketing and budgetary requirements of the client.

Hybrids may not be the ideal for solution for everyone. For many exhibitors, a basic pop up or full custom makes more sense for their exhibit marketing goals. However, hybrid exhibits are here to stay. Only hybrids offer the lightweight strength of aluminum extrusion, the bold impact of tension fabric graphic, and the flexibility of unlimited design – all at a terrific value.

Guidelines

• Before deciding on any portable, modular, or custom display, the following guidelines and questions should apply:
• Know your exhibit goals. What are your immediate and long-term goals? A portable display should be viewed as a long-term investment rather than a short-term solution.
• Is your organization expecting to grow over the next couple of years? How does this effect your trade show needs?
• Do you need one product to accomplish multiple display requirements? Or, is it better to purchase different displays to accomplish your various trade show needs?
• View decisions about exhibit hardware, exhibit design, and exhibit graphics separately. It is too easy to be swayed by any one element. All three must work together.
• Consider shipping and drayage costs.
• Price is important, but price should never be the number one factor in your decision when purchasing a portable exhibit.
• Ask questions. Not all portable displays are created equal. Each has its unique strengths and weaknesses.

Source:  Mel White, Classic Exhibits

Click to search more than 600 Hybrid Trade Show Display Designs. or just a few of our favorite Portable Hybrid Trade Show Displays.

Learn more about ESP (Extraordinary Show Productions Ltd), 619-222-8813, esp@espexhibits.com

These are a few of the more common types of graphic production methods used for trade show displays, banner stands, outdoor banners and flags, and other trade show and event products:

Dye- Sublimation Fabric:  The dye sublimation process uses specific sublimation inks that once heat activated under pressure, penetrate and transfer the image to the fabric.  The sublimation process is permanent because it dyes the fibers of the fabric.  Dye sublimation fabric banners can be washed, steamed, and ironed.

Lambda:  Lambda photo prints are the highest quality graphic available.  A Lambda print is produced by digital laser exposure of photographic film.  The result is a beautiful photo image with brilliant colors, superb skin tones, crisp text and an amazingly sharp defined image.

Backlit Lambda Duratrans:  Flexible plastic based print material used for backlit images.  Use for any lightbox or backlighting opportunity; all other backlit processes pale in comparison.

UV Direct Print:  High quality direct printing to most rigid and flexible materials up to 2” thick.  Prints can be routed to produce shapes, figures, and cutouts.

More Trade Show Tips

SEG Fabric Graphic Installation

SEG fabric graphics are finished with a silicone welting sewn to the back perimeter edge of the fabric.  Unlike round beaded finishing options, SEG is a flat silicon welting.  This edge is then inserted into a groove on the perimeter of the frame to create a taut, flat display.

The result is a fantastic vibrant display that is lightweight, easy to assemble, and durable.  It saves you time and money by reducing shipping costs and assembly costs on the trade show floor.

Examples of trade show display systems using SEG graphics include:

• Nouveau
• Pliko
• Panoramic

Infinity is a wall mounted aluminum frame system that uses SEG graphics.

More Trade Show Tips

• Don’t be intimidated by the exhibit buying experience
• Set marketing objectives and strategy which will define your exhibit marketing needs
• Be prepared for sticker shock; exhibits can be expensive
• Where to buy depends on the type of exhibit needed:  portable, modular, hybrid, large custom exhibit
• Plan ahead and you’ll not only save money, you’ll make smarter decisions

Getting Started

You don’t need a marketing degree to be successful at exhibit marketing. Exhibit marketing is certainly not rocket science.  However, it helps to get advice so you make the right decisions.

Buying your first exhibit can raise more questions than answers. There are different types of exhibits and different types of exhibiting. The best fit depends on how you plan to use the exhibit, the image you want to project, and your budget.

Chances are you’ll source your exhibit from a local exhibit company. Exhibit companies have been around for decades and understand exhibits and trade shows. Originally, exhibits were custom-crafted but then exhibit systems evolved as an alternative to the high cost of custom craftsmanship. Now, there are numerous exhibit categories. Exhibit systems which includes portable, modular, and hybrid exhibits are evolving toward custom-crafted exhibits, and custom-crafted exhibits are evolving toward exhibit systems. Both have distinct advantages and exhibit companies work hard to carve out niches along the custom to portable spectrum. The exhibit (or exhibits) that best fits your company’s exhibit marketing strategy will fit somewhere along this spectrum. Consider working with an exhibit consultant whose ultimate goal is to help you maximize your exhibit marketing potential.

Sticker Shock

Exhibit manufacturing is a low volume, highly specialized operation so be prepared for sticker shock.  Many first time buyers are shocked by prices of even a 10 ft. portable exhibit.

Average costs of displays:

• portable displays – $20 to $150 per-square-foot (psf)
• modular displays – $50 to $300 psf
• custom exhibits – $100 to $300 psf

The more customized the exhibit system, the closer the price will be to custom price range.

Where to Buy

Shop around and base your decision on more than just price. Work closely with an exhibit consultant with experience in design, marketing, graphics, and trade show tactics. Their knowledge will help you avoid pitfalls that trap most inexperienced trade show marketers. And expensive pitfalls are many. Working with a knowledgeable trade show consultant will save you money over time.

Most exhibit consultants or distributors work with exhibit system manufacturers. Some distributors are exclusive to a system manufacturer, but most carry multiple exhibit systems. These distributors range from sales-only operations to complex operations that provide value-added services such as design, graphics, rental, and storage. Generally the manufacturer supplies the distributor with exhibit system literature and assists the distributor with design support.

Custom fabricated exhibits are sold direct since custom fabrication houses design and manufacture the exhibit. Value-added services such as graphic design & production, exhibit maintenance, booth storage, and logistics (managing transportation of the booth to and from the exhibit hall and the installation and dismantling at show site) are services commonly offered by custom exhibit fabrication houses.

Exhibits can also be purchased from some graphics companies and some office supply catalogs include very basic exhibits. Usually exhibits from these sources are portable systems in standard “kit” configurations.

Most distributors have websites and many allow you to order exhibits on their website with a credit card. Design and consultation are traditionally free. Lead times for portable/modular/hybrid systems range from a few days to a few weeks, but rarely exceed five weeks unless the project is large and/or complex. Custom exhibit lead times depend on the complexity of the exhibit, time of year, and other jobs already in-house.

Plan Ahead

Planning ahead saves you stress and possibly money too. Most importantly, planning ahead helps you avoid making hasty decisions. Some exhibit companies offer a discount for long lead times which allows them to use staff and resources efficiently especially during the main selling season. Planning ahead also provides time to correct errors and make last minute refinements which seem to happen no matter how carefully you plan.

Define an Exhibit Marketing Strategy

Your exhibit marketing strategy should include your purpose, goals, and final objective. Draft this before you are influenced by budget parameters. Your exhibit strategy should be consistent with your general marketing strategy. Creating an exhibit marketing strategy may reveal what type of exhibit or exhibits are best suited for your company. If your company plans to attend numerous shows back-to-back using a 10 x 10 space, you may want to evaluate portable or modular exhibits. If your company does a number of smaller inline booths along with a few major shows, then you’ll want to consider portable/modular or hybrid exhibits. When the strategy is to make a huge impact at a major industry show, you’ll want to evaluate modular, hybrid, and custom exhibits.

Put it in Writing

Once you’ve determined the exhibit, accessory, or service, request a quote from a professional exhibit consultant.  In the case of an exhibit, you might work through several designs modifications and quotes until the exhibit suits you perfectly. This process is generally free. When you’re ready to buy, insist that everything is in writing. Never depend on a conversation. Most sellers know this and will provide you with a detailed written quote.

More Trade Show Tips

10 Tips for any Trade Show Novice:

1. A trade show is neither a vacation nor a death sentence. Although it may feel like a death sentence during tear down.

2. Be nice to the labor. They can solve most problems or create headaches. The Golden Rule applies until they make you angry. When they do, contact your I&D labor provider or show management. Also, the laborer(s) in your booth didn’t write the hall rules. If you disagree with the rules, contact your I&D labor provider or show management.

3. Breath mints are more valuable than gold or platinum at a trade show.

4. Comfortable shoes are more valuable than breath mints, unless you’re wearing comfortable shoes and chatting with someone who clearly needs a large breath mint.

5. Rule of Three — This is a sad but true fact regarding labor at most trade shows. If three people are assigned to your booth, one person will be a star, one will be average, one will be a dufus. Hire nine people and you’re guaranteed to have three stars and three dufasses. Sometimes you get lucky, and the ratio works in your favor. Sometimes not.

6. No two shows are the same. Think of each show as a first date. Look your best and do your homework about the show, the attendees, and your competitors.

7. Every exhibitor has a “Joe.” He drinks too much, gambles too much, and wanders too much. He’s like the explorer Ferdinand Magellan, constantly circumnavigating the show hall. About a half a dozen times a day, you’ll wonder what happened to Joe. Five minutes ago he was sucking down his third espresso, leaning on the counter, and ogling anything with two X chromosomes. Suddenly he’s gone . . . again.

8. Be ruthless about evaluating your show graphics. Everything else is secondary. Replace them BEFORE they need to be replaced.

9. I Bet You 50 Bucks You’ll Forget One of the Following: wire management for the exhibit, cleaning supplies, business cards, belt (two belts in Las Vegas = one mortgage payment), lip balm (again, crazy, ridiculously expensive in Vegas), phone charger, your moral compass.

10. FINALLY, work with professionals, whether it’s a graphic designer, an exhibit consultant, or a certified trade show manager. Trade show exhibit marketing is a craft learned the hard way through trial and error. It’s easy to burn through a lot of money before you finally figure out what works and what doesn’t work. Don’t stumble through a year or two of mistakes when you can rely on experts who can save you time, money, and embarrassment.

Bonus Tips: For goodness sake, get some fresh air and a little sunshine once in awhile! Your mood will improve by a 1000 percent. And just once, put on the workout gear you bring to every show and never use. Exercise clears the head and refreshes the soul.

Source: Mel White, Classic Exhibits Inc.

More Trade Show Tips

Standing around your booth all day doesn’t need to kill your feet or your back.  Not only does the proper flooring ease your pain, it makes your exhibit booth space comfortable for visitors as well as booth staff.  It also hides under-carpet electrical and internet cables.

Standard booth carpet is around 20 oz.  When combined with 6 lb. 1/2″ pad, it provides basic comfort but doesn’t quite hide under-carpet cables.  Channeling the pad certainly helps hide cables.  This means cutting the pad away in strips where cables lay so that no pad is on top of the cables – only carpet.  This usually hides cables but the down side is your pad is no longer one piece and re-using it becomes a challenge.  Depending on how many channels are cut, it may be more economical to purchase new pad for the next show than to pay booth installation labor to piece the old pad together.  Carpet pad is relatively inexpensive but using it only once goes against the Green principle.

The next carpet weight level – Plush – is 26 to 30 oz.  While the comfort level is an improvement over standard 20 oz. carpet, Plush carpet may still leave you wanting and under-carpet cables may still look like speed bumps.

Deluxe Plush at approx. 50 oz. with 6 lb. 1/2″ pad makes your booth staff and attendees very happy while reflecting positively on your exhibit booth.  Extreme comfort is possible with Ultra Plush 60 oz. carpet with 8 lb. 1/2″ pad.

Using Plush carpets definitely sends a message about your exhibit booth and thus your company.  But how does it affect your exhibit structure?

The thicker or more plush the carpet, the more it impacts how well the exhibit structure fits together which can prolong installation time on the trade show floor.  When your exhibit is constructed, it is most likely set up for the first time on the shop floor – a smooth, flat, hard concrete surface.  Everything fits together perfectly.  Setting up the same structure on carpet – thick or thin – changes how the components fit together.  Keep this in mind when designing and building a new exhibit structure.  And keep a supply of shims in your gang box.

More Trade Show Tips

Cookies? Coffee? Free lunch? How to keep your booth staff in the booth and effective is an age old question.

Companies today still follow lessons learned from a study done some 80 years ago dubbed the “Hawthorne effect”. The experiment found that performance improves when people perceive they are receiving special consideration.

Turn consideration of your booth staff into productivity with treats and perhaps modest but special “thank-you” awards of $10 or $20 gift cards. And be sure to let them know you recognize their toil by thanking them for their hard work and support. It works!

More trade show tips:  http://www.espexhibits.com