September 7, 2004
Hit the Showfloor ... know your rules
“The mind demands rules; the facts demand exceptions.”
- Mason Cooley
Understanding Targeted Dates and Times
A targeted date is assigned based on the hall and area of the show floor that your booth space is located. The targeted date is a date set by show management for the arrival of freight at a trade show. A targeted date is not the date and time that your freight will appear on the show floor. Your freight arrival is "meant" to coincide with the target date and time, but the show allows itself allot of lead way with good reason.
What does all of this really mean? When the freight gets there - it gets there. There are many reasons freight does not land in a booth space on time. And although the service provider has up to 24 hours after the targeted time to actually have the freight in your space - that still may not happen for various reasons including your booth space is in a designated freight aisle or is in front of a freight door. Or the previous show did not get out on time. And sometimes the advance freight and other freight are allowed in at the same time.
What can an exhibitor do to expedite their freight arrival? is there any recourse? Other than placing a timely order that can be shipped to the advance shipment warehouse - freight arrival time is really out of your hands. There is no recourse and yelling and screaming at show management really only hamper your ability to work on the floor.
Money-Saving Tips ... before the show

  • Make certain of your booth space and number - hall name and venue
  • Check the show floor map
    - there may be a pole in the way
  • Check the ceiling height and restrictions - will your booth or banner fit? is it allowed? Some sites, like Moscone in San Francisco have ceilings that dip and jut skyward in different areas - be certain
  • Order your electrical needs early from the show site contractor - late orders are very expensive
  • Graphic orders, as a general rule, must be placed no later than 15 days prior to move-in - with useable artwork
  • What else do you need? Telephone, plants, flowers, cleaning, water - again, remember all of these incur additional charges when ordered late from the onsite contractors
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    Union Hall … Non-Union Hall – there are still non-negotiable charges at every tradeshow
    venue.

    You may not like the thought of having to pay for someone to screw in your light bulb or plug in your electrical cord — nevertheless, in most exhibit halls that are unionized but you don’t have a choice.     Take a deep breath, step away from your booth space and grab a copy of the show manual. There you will find the rules that you were given prior to signing for your show. So, if you did not heed the advice of your exhibit house –you will now pay premium prices, pre-show advance rates are gone, for your show services. Even in non-unionized venues you must still pay for electrical services, shipping your exhibit and other components to your booth space, rigging banners from the ceiling, bringing in telephone lines, etcetra. There are enough pressures associated with pulling off a good show without the additional problem of getting into a dispute you cannot win.


    All exhibitor manuals will tell you what you can and cannot do when moving into a show. They will let you know if a union is involved and what their rates for various jobs are. Remember, you can shop for the best rates, you do not have to use show-contracted labor. There are many union-affiliated I&D companies that work in each venue. If no union is present, you will probably be able to set up your own booth. But read the manual first!
    Know Your Booth Space
    Rules & Regulations
    Everyday we have at least one or two clients who are completely in the dark in regard to what is allowed as exhibit construction in their booth space. Unless you are going to a clothing show, a housewares or hardware show, chances are you are not allowed to build out to the front of your inline booth space at 8’ high. Yes, hanging signs really are an attention grabber – however, they are not going to fly over an inline exhibit, unless you have bought 10 or more spaces facing each other and then it will be iffy.


    Prior to signing for your booth space you are always given an explanation of what is allowed in your exhibit space. The biggest problem, we find for our clients, is their misinterpretation of an island verses a peninsula booth. Basically island booths have very limited regulations except a very high height restriction. You can build all of the way to the corners, with the exception of a few shows like RSNA – that sells you a 20’x20’ but allows only an 18’x18’ booth. This allows the aisles to actually be pass-able. A peninsula is a whole different story. Because you share the backwall and must also keep the line of sight open for your neighbor.

    Be aware before you sign. If you sign for a peninsula know what, if any, ma-neuverability you will have. If you want to grab attention in an inline, consider talking to a group of exhibitors and share an island – or a cross-aisle setting. Think beyond the box … your booth space, that is.
     
    Simplifying Your Electrical Order Form

  • Any piece of equipment that plugs into a standard wall outlet in the United States will require 120 volt power. This includes lights, most office equipment, cooking appliances and motors. The only difference is that some of these products will be rated in wattage and others in amperage. You can determine the rating by looking at the back or bottom of the equipment for a plate or stamp.
  • Some electrical order forms ask for your order in wattage, while others ask for amperage. A quick conversion is 1 AMP = 100 WATTS.
  • Determine the total wattage or amperage of all of your equipment and order the appropriate 120 volt power.
  • For your lights, simply total the wattage of each bulb - if you have (10) 100 watt lights, you would order (1) 1000 watt outlet.
  • Exhibitors using refrigeration must remember to order 24 hour service.


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