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We get started with two contributions that revolve around the notion of reducing the time and confusion around setting up the exhibit. The first one deals with communication between setup groups.
Many times one person or group packs for the show, while another person or group is on-site. Prepare a content listing for each crate/case. Give one copy to those on-site, and tuck another copy just inside the crate/case. This helps if the on-site staff is searching for one particular item.
– Christine Stamm, Wisconsin Department of Commerce
The second idea concerns those times when you are doing most of the work by yourself.
I number each box and also print a small list of what's inside. There is a corresponding list that goes in my trade show binder. Makes it a lot easier to unpack!
– Lee Ann Davis, Baker Hill Corp.
Here’s a short, but brilliant idea to help keep your set-up on track in the midst of show floor chaos:
Prior to the show, set up your booth and arrange the artwork, display, and show materials, etc. Take and print the pictures of the booth set up and then tear it down.
Your photos are a great reference to have at the show.
– Deborah Stasiak, Tekno Telecom, LLC
Another idea to seriously attack the problem of repetitive tasks and project development is to learn from history – in this case our reader suggests writing it as well. . .
Develop a booth book/manual - with lists of all materials, schematics showing location of all graphics and materials, essential phone numbers, quantities of brochures and promotional materials used at each event. Be sure to include staff travel reservations, maps of hotel location, hours of show and duty roster. It makes planning for the next event much easier!
– Name withheld by request
Here is an idea to shorten the wait when it’s time to tear the booth down and pack it away:
One nice thing that our company has done to minimize the time it takes to break down our booth is have the booth boxes be our tables as well. That way when it is time to close up for the end of the show your boxes are already there and you do not have to wait for them to be delivered.
– Tiffany Meares, American LOKRING Corp.
If you have ever found yourself in an incredibly long line, waiting for what seems like forever to get something as simple as an address tag produced, here’s your answer:
Always have your own mailing labels printed out prior to the show. That way you have plenty to stick on your cartons and you don't have to wait in line to have them print you some. It saves you time after dismantling and speeds up the packaging process.
– Jamie Adams, Wire Belt Company of America
Finally, we found a great way to apply technology to overcome both time and the sore muscles that come with toting an overfilled bag around the exhibit hall.
Thumb drives (AKA memory sticks) are great ways to have your documents with you and not have to carry your laptop with you to the trade show floor.
– Gail Hernandez, CTSM, Merchants Leasing
That’s it for this month’s share of readers’ ideas to save you some time. We hope you’ve found something of value here, and a sincere thanks to all of the Trade Show Tips readers who took the time to send us their accumulated wisdom.
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