Recently, we’ve wrapped up several shows, and one recurring complaint from our clients has been the unexpected charges on their credit cards from show contractors. It’s crucial for exhibitors to understand the importance of meeting show deadlines for service purchases to secure discounted rates. Missing these deadlines means paying higher prices, and no one can negotiate these discounts for you once they’re missed.
How Your Exhibit House Can Help
Your exhibit house can be an invaluable partner in managing show services. While I can’t speak for all exhibit houses, we handle the paperwork for various services, including:
- Electrical and Electrical Labor: Ensuring you have the necessary power and support.
- Cleaning: Keeping your exhibit space spotless.
- Material Handling and Rigging: Managing the logistics of moving and setting up your materials.
- Internet Connections and Lead Retrieval Services: Keeping you connected and capturing valuable lead data.
- Additional Services: Such as plumbing, forklifts, and refrigerated storage.
We complete the necessary paperwork and send it to you for credit card information, which is then faxed to the show organizers. This partnership helps clients adhere to deadlines and stay within budget.
Planning Ahead
Proper planning is essential to avoid last-minute purchases on the show floor. Impulse buying and unplanned needs can quickly drive up costs. Common issues include:
- Underestimating Electrical Needs: Items brought to the show that require additional electrical capacity.
- Forgetting Essentials: Realizing at the last minute that you forgot furniture items, plants, or a water cooler.
Being proactive and thinking ahead can save you from these headaches. Hold a planning meeting with everyone who will be in your booth space. Discuss your needs and ensure everything is accounted for before you arrive at the show.
Emergency Preparedness
Always bring an emergency supply box. While you can purchase items like tape, pencils, or extension cords on-site, the costs can be significantly higher. Having a well-stocked supply box can save you time and money.
Key Takeaways
- Meet Deadlines: Always meet show deadlines to secure discounted rates.
- Utilize Your Exhibit House: Let your exhibit house handle the paperwork and logistics.
- Plan Ahead: Have a thorough planning meeting to avoid last-minute surprises.
- Prepare for Emergencies: Bring an emergency supply box to avoid high costs on-site.
By mastering the art of ordering show services and planning ahead, you can ensure a smooth, cost-effective, and successful trade show experience.
