You are at the hotel and getting ready to go see your trade show booth.  The plan has been set for months, but you still worry that things will not turn out like you thought and you are dreading this trip to the show floor.  Well here are ten trade show services tips that you can use to make sure your trade show event goes smoothly and flawlessly (or at least as best it can).  The biggest success factor lies in planning ahead so that you do not get surprises on the day of the event.  Planning takes time, but in the end benefits you in the long run.

1. Study the exhibitor service documentation supplied. The manual is the key to what you need to know about each trade show. As every show has its own set of rules, regulations and deadlines, carefully examine the manual’s information. Read the fine print in exhibitor instructions, delivery information and trade show services contracts. Complete the required registration and services order forms accurately and retain copies for future reference.

2. Create a to-do list of all the trade show services you need. If you plan for your display requirements and order well in advance, you will avoid those costly last minute services that can play havoc with your trade show budget. Make decisions about the extra utilities you need, as well as carpeting, furniture, cleaning and security.

3. Familiarize yourself with the trade show floor plan. Analyze the exhibit hall floor plan and your booth location in respect to traffic flow and proximity to food courts, service entrances and sound system equipment. Examine plan specifications, however tiny, indicating ceiling heights, pillar locations, even heating and air conditioning ducting.  Know where the exits are and understand how the traffic should flow.

4. Know your electrical and internet requirements. Contact the exhibit builder to determine how much electrical power you will need for your display. Always make provisions for backup utilities to guarantee that your power-driven components will function dependably. Check the trade show floor plan to find out where the utility ports are located with relation to your space and make sure you test all your equipment before it goes out if possible.

5. Understand how drayage works and how you will be charged. Drayage involves delivering your display materials from the loading dock to their assigned space, removing empty crates, returning the crates at the end of the show and transporting the re-crated materials back to the dock.  Make sure you allow plenty of time for your booth to arrive at the dock (and together) so that you do not have additional charges.  You can also save money by consolidating all equipment and containers as part of one single shipment.

6. Arrange for the right amount of carpeting. Install your utilities first before laying the carpet to reduce the number of carpet cuts for electrical outlets. Remember to order enough carpet to cover the bare concrete strip between the display and the aisle. Order a decent quality carpet and underlayment and make sure it is laid out correctly in the plans.

Allow extra time for any unforeseen issues.  On could be needing extra time to get through customs if your company is shipping an exhibit overseas. You need the correct documentation for your container contents, which may be opened and inspected at a port of entry. Use a reliable custom house broker or freight forwarder to coordinate arrangements and keep you posted as to the progress of your shipment so that it arrives within a reasonable timeframe.

8. Know the people you are working with and get their cell phone numbers. These are the people employed by the exhibition organization who are paid to be helpful contacts for exhibitors. They can be of great value to you by fielding your questions and finding ready solutions to any problems you encounter at the trade show.

9. Understand the union labor laws in that particular city. As union rules differ in each city, be sure to read the showplace manual to learn what union rules, regulations and charges apply. If you have questions, contact the trade show management or the service contractor. Consider engaging your trade show exhibit display house to provide installation supervision in order to arrange for a problem-free setup.

10. Create a folder and bring all important trade show related files, contracts and paperwork to the trade show. This includes copies of trade show floor plans, exhibit installation service orders, tracking documents for all shipments, contact names, phone, fax and email numbers.  Be prepared for the worse but you have planned for the best.

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