The Big Book

Shortly after the application has been sent in and processed, you'll receive your exhibitor packet/binder/folder of information. Unless you're a paperwork junkie, you may be a little overwhelmed by the volume of forms to fill out. The show information will include forms for everything from booth cleaning and rented floral arrangements, to advertising and promotion opportunities.
Tackle them one at a time and flag all of the deadlines. Some shows will actually provide you with a checklist and schedule of deadlines. For those that don’t, take this advice: Create your own! Be sure you really need all of the services offered.

What If You Miss a Deadline?It's amazing how things like deadlines will creep up on you. Missed deadlines aren't always a catastrophe, but keep in mind you will have to pay more for the service when you sign up after the fact. Many times, there are early-bird discounts or prepayment discounts for a lot of the show items. Try to fulfill those if possible to save some money and time.

Further, be aware of those convention centers that require union labor. For such locations, if your booth requires tools, union labor must do it. If you have a portable, pop-up or modular panel system booth, you're probably fine. Just check the requirements before you go so you are prepared.

Booth StaffingPart of the paperwork will be the total number and the names of your booth staff. Possible problem concerning staff include deciding who will attend. Depending on the show location, you may have people begging to go, or begging not to go.

Packing and ShippingYou've sent in all of the forms, everything is ready and paid for, so now you just have to pack it up and ship it. Your show paperwork will have explicit instructions for precisely how and when your booth must arrive. Make sure you review them. If your booth arrives early, you may have to pay to have it transferred and stored; if it arrives late, well... you don't want that to happen. Make sure you know all of the requirements for your shipper, as well as the convention center. Also, make sure you send everything together in the same shipment. Your drayage charge (what the convention center charges you to take your booth shipment from the loading dock to your booth space) works on a minimum charge basis. Every time something comes in that has to be taken to your booth, there is a minimum charge of usually about $200 or more. If you can keep everything together, you'll just get charged once based on the shipment's weight. So remember to send last minute incidentals to the hotel where your staff is staying instead of the convention hall.

You can rely on A Smash Hit Displays to assist with the logistical portion of your show preparation. If you have questions or need some guidance please don’t hesitate to call us. Even though we provide the likes of portable folding booth, truss wall, an xpression booth, or pedestal stands, we also can act as a show consultant to help smooth out any potential show obstacles.