One of the most dreaded tasks of any trade show event is getting your booth up and ready for customers. You may arrive early to set up, but it still takes hours to put your display together! Here are Ballance Display’s 7 tips for setting your trade show booth up fast:
1. Take the time to prep your exhibit in advance.
Exhibitors leave their pre-show details to the last minute, including staging their exhibit to check for damage and or repairs. Exhibit repairs and touch-ups are often required due to the stresses during transit and from wear and tear from previous shows. Even the most diligent exhibitor shouldn’t assume their exhibit will be in 100% shape, even if they pack their exhibit properly.
The last thing any exhibitor needs is to be scrambling to make repairs during your limited installation timeframe.
2. Calculate your installation time required for your exhibit.
Often, you will have a very limited time frame in which to set up your trade show display. You may only be allowed access to the venue for a couple hours prior to the event, so you must use that time wisely.
If you have a brand new exhibit, try setting it up and taking it down a few times with your team to get a feel for how long it will take you. Remember to take into consideration any delays that might occur, such as electrical outlets and flooring installation from unions.
3. Know the Show Services Schedule.
Gather as much information from the show organizers and venue staff as possible well in advance of the show. Here are some questions to ask that will assist in shortening your set up time:
- When is will your electrical outlets be installed
- When will the carpet be laid?
- When will your exhibit be delivered to your booth?
- When is your install date and time, and is it determined by location on the show floor? (Target Move-in)
4. Ship your exhibit to the Advanced Warehouse.
If possible, send your booth to the venue storage “Advance Warehouse” area ahead of time. Overall, this reduces costs in drayage and storage versus shipping directly to the show. Remember, there are cut off dates to have your display stored in the advanced warehouse.
Your exhibit will be delivered to your booth space prior to your official set up time.
This is an excellent way to guarantee that your booth will arrive on time and reduces hold-ups at the busy loading docks on the day of the show and your labour will be able to start the install immediately.
5. Have a trade show “Survival” Kit.
Be prepared for on the show floor exhibit emergencies! That means having a kit with everything you need to keep your booth looking great, such as:
- Cleaning supplies (including a small vacuum and cleaning products)
- Extra parts for items that easily break or get lost (light bulbs, batteries, etc)
- Cable ties, duct tape (same colour as your carpet)
- On-site admin supplies (Velcro, Scissors, Stapler, Pens, Notepads )
6. Calculate the most efficient packing solution for your exhibit.
Depending on the type of exhibit you have, you may have different options for storage and transport. Having your display in compact cases can save on shipping and storage costs but means there will be more parts for you to put together onsite. Leaving time consuming elements of your exhibit in larger configurations can also save valuable installation time. Storing your display in larger crates will save time, but may cost more in show services.
7. Proper exhibit installation is a must.
All reputable exhibit builders should provide a staging of your new exhibit and a proper training session on its installation. It is important that you as the exhibitor truly understands the instructions from the supplier (including electronic and hard copies of the install guides).
Many exhibitors come in for their training sessions and do not get their hands into the project and are simply just viewing the procedure. Take the exhibit down yourself to ensure that you are not trying to figure things out for the first time on the show floor! You will waste valuable time and add extra stress on your staff before your big event.
If you are looking for easy to assemble trade show displays, or advice on how to make your trade show booth setup run more smoothly, contact Ballance Display today. You can even have Ballance Display have your trade show display ready for you when you arrive! We provide delivery, set-up and dismantle services for trade shows in the Greater Toronto area. Call us today at 1-888-774-4403.