When you’re preparing to exhibit at a trade show, there’s one critical step that’s often overlooked amid the design reviews, shipment logistics, and staffing schedules — reviewing the vendor contact list and official show information. This essential step can make the difference between a smooth, professional presence on the show floor and a stressful scramble filled with costly surprises.

1. Understanding the Show’s Rules and Requirements

Every trade show has its own set of regulations — from booth height limits to installation deadlines and power requirements. Reviewing the exhibitor manual and show guidelines ensures that your booth design and setup comply with all rules. Missing these details can lead to rework, last-minute expenses, or even penalties.
At The Trade Show Network, we make sure every exhibit design aligns with the show’s specifications before production begins — saving you time, money, and stress.

2. Knowing Where to Find the Right Information

Most shows provide everything you need through an Exhibitor Service Manual (ESM) or Exhibitor Portal, typically available on the show’s official website. Once you’re confirmed as an exhibitor, you’ll receive a login or link that gives you access to critical planning tools and documents.

Here’s where to look:

Show Organizer Website – Look under “Exhibitor Resources” or “Exhibitor Services.”

Show Management Emails – Check your confirmation emails for direct links or login credentials.

Official General Contractor Portal – Shows managed by companies like Freeman, GES, or Fern have their own exhibitor order systems that include all service forms and deadlines.

Show Newsletter or Exhibitor Updates – Many organizers send out weekly or monthly emails highlighting key dates, rule changes, and vendor contact info.

Mobile Event Apps or Online Dashboards – Larger shows often include vendor lists, setup times, and service desk information right in their event app.

Having this information in one place allows you — or your exhibit partner — to double-check everything before committing to designs or shipments.

3. Knowing Your Key Vendor Contacts

From electrical and rigging to internet services and shipping, trade shows rely on multiple vendors — often contracted directly through the event organizer. Knowing exactly who handles what (and having their contact details handy) allows you to solve issues quickly onsite.
Keep a clear list of:

General contractor and decorator contact

AV and technology providers

Electrical, plumbing, and internet support

Freight and material handling services

Security, cleaning, and lead retrieval contacts

Having these names and numbers readily available ensures you can reach the right person immediately if anything goes wrong.

4. Avoiding Last-Minute Costs

When exhibitors skip reviewing vendor forms or deadlines, they often face rush fees or late-order penalties for services like electricity or carpet installation. Early review of vendor details gives you the opportunity to submit orders on time and lock in discounted rates.
A few minutes of preparation can save hundreds — or even thousands — of dollars.

5. Coordinating Deliveries and Setup Smoothly

Reviewing the show’s shipping labels, target move-in dates, and dock schedules helps your team and your exhibit partner (like The Trade Show Network) plan for on-time delivery and installation. It also helps avoid costly delays or misplaced materials once the freight hits the floor.

6. Building Stronger Relationships

Connecting early with show vendors can lead to smoother communication during setup and dismantle. Vendors appreciate exhibitors who plan ahead — and in return, you’ll often get faster service and better attention when challenges arise.

7. The Trade Show Network Advantage

Our team routinely reviews vendor and show documentation for every event we support — whether you’re renting a 10x20 inline booth or a 20x20+ island exhibit. As a Chicago-based exhibit house, we work closely with show organizers and local vendors to ensure your setup runs seamlessly from start to finish.

Trade show success starts long before the show floor opens. By thoroughly reviewing vendor contacts and show information early in your planning process — and knowing where to find them — you safeguard your investment, streamline your logistics, and set your team up for success.
The Trade Show Network is here to make sure every detail — from design compliance to show-site coordination — is handled professionally, so you can focus on what matters most: connecting with customers and growing your business.