There are several other considerations in putting together a tradeshow and know that if you don't do it right the first time, it is doubtful you will be asked to do it again.
You will need to hire a decorator if you plan to do booths with pipe & drape ... They can also supply registration kiosks, internet kiosks, signage for the entry and individual exhibit booths, schematics for maps that you may have on a foam board sign or a printed program guide to locate a particular vendor. Table top exhibits may be done through the venue but you still have lots of details to prepare.
You need someone to send out exhibitor packets that detail set up and tear down times, exhibitor entrances and registration, optional goods and services available along with price lists, shipping, receiving, and storage policies and procedures, exhibitor contracts and a fee collection process. Typically a trade show booth comes with a 6’ skirted table, 2 chairs and a waste basket. If you are at a hotel, carpet is generally not a concern but convention centers with tile or concrete floors will require carpet at least in the aisles to prevent slips and falls … but you still need event insurance. Ceiling heights, dock space and elevator load factors may all be areas of concern that need to go on your checklist. Parking for vendors and participants is another detail that needs to be reviewed as there may be the need for box trucks near the loading docks and there needs to be ample parking for drive in participants. You may need additional staff to assist in this area. Trash disposal is another consideration that needs to be discussed as you can incur large fees for dumpsters.
· Will there be a need for internet or electrical?
o If so, what is the fee and who is providing the service?
o Does this require special placement?
· Is there a lead retrieval mechanism available?
· How many exhibitor badges are included with each booth / display?
· Are you working with any union contractors?
· Are any special licenses or insurance required?
· Who is responsible for negotiating, reviewing and signing the contract with the venue?
· Can an exhibitor supply food and beverage?
· Vendors placement is critical
o Do not have competitors across the aisle or next to one another.
o Booth sizes may vary and you need to create proper flow
o Many will have requests to be closest to the entry or near a food/beverage or entertainment area.
· Will there be announcements and drawings for prizes?
· How will you market the event and sell tickets?
Trade shows can be great revenue generators for associations and special interest groups. Be sure to budget properly for all necessary staff, supplies and equipment, a good communication system, security and insurance. Be prepared for lots of vendor questions that may be in the exhibitor packet that they do not abide by and know that the cost of the tradeshow is much more than the venue and tables. Engage an experienced meeting planner to assist in all the coordination.
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