DEALING WITH show services is probably one of the least attractive aspects of exhibiting, yet it’s a real necessity. Lean on your exhibit house for more info regarding these issues.  It's our job to stay current on how things are done!
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1. Read the exhibitor service manual
The exhibitor service manual is the official guide to everything the exhibitor needs to know about the show: all the relevant information, rules and regulations, service forms, registration, show promotions, contractor and shipping information. Remember to observe all deadlines.
2. Know what services you need
Know which products you are planning to demonstrate and display, and what utilities are required (and how much), make decisions on carpeting, furniture, colour schemes, cleaning and security services. Services ordered on the show floor could result in 50% additional costs!
3. Understand the floor plan
Carefully evaluate your display layout on the floor plan in relation to traffic flow and how your display will be effected. Understand every marking, however small and insignificant, as it indicates ceiling heights, pillar locations, etc.
4. Identify utility sources
Always order more utilities than you think you’ll need so your products perform at their optimum level. Call the electrical department to find out how much power to order and where the utility ports are located in relation to your space. Display your products where they are least affected by unsightly wires or pipes. Always order more utilities than you think you’ll need so your products perform at their optimum level.
5. Understand drayage
Drayage involves delivering your display materials to the assigned space, removing empty crates, returning the crates at the end of the show and delivering the re-crated materials to the carrier loading dock. To save money,consolidate all shipments and ship one time.
6. Have enough carpeting
Make sure all your utilities are installed before laying the carpet to avoid the frustration of having to cut the carpet for electrical outlets. Order enough carpet to cover the bare concrete strip between the display and the aisle.
7. Allow extra time for customs
If your company is shipping products to overseas locations, allow extra time for various customs clearance procedures. Items will need the correct documentationand will often need to be physically inspected. Always use a customhouse broker or freight forwarder to coordinate all arrangements and keep you informed.
8. Get to know the show services representatives
The show services representatives can be your best friends. They often have the answers to many of your questions or problems. Remember, their job is to help you.
9. Work with union labor (where applicable)
Every city/country is different regarding union rules. Read the service manual carefully to familiarize yourself with what is and is not permissible. Any questions should be directed to show management or the service contractor. Consider hiring your exhibiting display house to provide set-up supervision.
10. Carry all relevant paperwork
Remember to bring copies of all relevant paperwork, especially plans, service orders, tracking numbers for all shipments, as well as important contact names, phone and fax numbers (when the original arrangements were made by another staff member).

MAKING THE right transportation decisions for your display, and materials will not only save you time and money, but also a lot of aggravation.

Twenty years in the trade show business have taught me a few key things about shipping.  Here's the big surprise: relying on your exhibit house (me!) for storage and  freight solutions is often NOT the best way to go.  That's right, I'm talking you out of buying something from me.  The fact is, managing your own freight can be easy if you establish a good relationship with a reputable dedicated trade-show-savvy carrier.  Where I can often help best is in assisting you in that process.  Of course, if you really want to store in my warehouse and have me handle all logistics, I'm happy to.... but I'm just sayin'!

1. Plan
The more time you have to plan, the better able you are to organize the best transportation options for your specific needs. Your four main choices are common carrier, van line, air freight or courier service (DHL or FedEx). Leaving transportation to the last minute will reduce your options and raise your costs.  You can often schedule your freight six months to a year in advance!

2. Choose what's right
To determine your right transportation option, consider the following: the packaging needs of the shipment (portable modular with wheels? Mixed freight? Crated materials only?), the origin and destination of the shipment; the amount of time set aside for transportation, and pick-up and delivery requirements (just how complicated are the mashalling yard requirements at your shows?).

3a. Common carriers' advantages and disadvantages
Advantage:  Less expensive
Disadvantages:

• They often make several transfers which increases the possibility of shipment damage.
• Little direct contact with exhibitor.
• Load may not be able to tolerate normal road shock (not good for sensitive equipment),
• Only accepts crated material.

3b. Van lines' and exhibit freight specialists' advantages and disadvantages
Advantages;

• Offer more specialized and personalized point-to-point service.
• They are equipped to handle crated or blanket-wrapped pieces.
• The same driver loads and unloads shipments.
• Trucks operate with "air-ride" (extra cushioning).
• Drivers are familiar with marshalling yard procedures, and often have more success getting to the dock on time.

Disadvantages:

• They can be a bit more expensive than common carriers.

​3c. Air freight offers the quickest means of transportation to show sites as they are specialized air freight forwarders. The disadvantages of air freight are that brokers don’t have allegiance to any one freight or commercial airline, high costs, airline baggage handlers often use harsh handling techniques, and freight is limited to certain sized pieces.
 
3d. Courier service is the quickest means of transportation to show site for last minute details. A drawback is the expense.

4. Do your homework
Select a carrier that has a dedicated exhibition services, 24-hour tracking capability and drivers who have experience delivering to show sites. Check references. Find out what procedures they take for support before, during and after the move.  Have them walk you through a simulated tracking so that you don't panic at 3 AM!

5. Check for official carriers
Find out from show management if they have an official carrier for the event. A recommended carrier is likely to offer special prices as an incentive to use its services.  Compare their quoted price to other carriers.

6. Leverage volume discounts
To get the best pricing from your carrier, consider bidding annually or consolidating all your corporate shipping needs.  You may be amazed at the cost savings. Additionally, some carriers who combine storage AND shipping can save you tons of money.  Shop and compare!

7. Insure shipments
There are several insurance options available for your exhibit: corporate insurance policies, common carrier or van line insurance, and extended liability coverage. Ask your carrier what insurance coverage they carry for individual shipments, whether they offer an exhibition floater insurance policy (covers the exhibit for the entire show), and what their procedure is for taking care of damage claims. Every reputable carrier is insured against loss or delay. Check for specifics. Ask about reimbursements for loss and specific guarantees concerning inclement weather or natural disasters.  If they seem at all reticent about this subject - RUN!

8. Label correctly
Label every box, carton or crate with the show name and booth number you are shipping even if you are creating a skid of boxes. Make sure all shipping labels are securely attached on top of old labels. Take pre-printed labels with the return address to replace in-bound ones.

9. International exhibiting
When exhibiting internationally, consider using a shipper that has a worldwide fleet or established subsidiary connections. Check what help they will give you with customs, documentation procedures, temporary import bonds, warehousing and consolidation. Ask for guarantees for quick customs clearance and the shortest, least expensive delivery route.

1. Proper planning
Planning is the most important cost cutter. In the trade show business, late fees are very expensive, so avoiding them is crucial. Start by writing down all the dates and deadlines, then move them all back a couple of weeks to give yourself some cushion. This isn't cheating. A fundamental truth about trade shows is that something WILL go wrong, so plan for extra time to allow for that inevitability. Order all the products, supplies and services that you need in advance. Most contractors will give you a small discount for prepayment. By ordering early, you not only save money, but you can also avoid delays, costly errors and compromises.
 
2. Promotional production
Produce all of your pre-show mailings, brochures and logo giveaways at the same time to save on printing expenses, rather than printing several times throughout the year. Doubling the quantity of a small print order often only adds a few dollars to the price compared to a reprint which will double the cost because it's printing the same job at two different times.
 
3. Display graphics
Take a moment and consider what it is that REALLY stops a prospect from walking right past you at the show. Is it your cool literature rack, your cute logo squeeze balls or the locking conference room built in to your backwall? While those things may be nifty, here's the real scoop: Attendees are walking along consciously or subconsciously asking one thing over and over up and down every single aisle: "What's in it for me?" Prospects are interested in how you can improve what they're doing or how they're doing it. Can you save them time, make their lives easier or help be more profitable? If a prospect looking at your exhibit  can answer that question from a distance in about five seconds, you won't be able to keep them away. That means that graphics are way more important than the backwall, the lighting, the promotional products or any of the other "things" that you've got in your booth. Hire an experienced professional to help you develop a visual message that's a real show stopper, then decide how much backwall you can afford to hold it up.  Remember: message first, then hardware.
 
4. Buying a display
Three words: COST OF OWNERSHIP. Burn that phrase into your mind. The purchase price should be secondary to cost of ownership. Typically, cost of  purchase accounts for only 10% (or less) of a display's annual budget. The invisible other 90% are setup, drayage, shipping, handling and repair fees. Many an exhibitor has "gone cheap" up front, only to find that the display is too expensive to actually use! An exhibit vendor worth dealing with will happily provide you with information regarding the cost of ownership of any display being proposed. Double-check the math and make your decision by choosing the best exhibit for your long-term needs. Consider one that packs compactly to save on storage, lightweight to save on shipping, portable to transport by car, courier or as airline baggage, sets up easily to save on installation fees and adapts easily to different spaces by adding or removing components.

5. Packing supplies
Create a "show box" containing handy items that are often not available at the show site. Include a stapler, packing tape, Velcro, scissors, Swiss army knife, pens, markers, paper, extension cords, extra light bulbs, Windex, paper towels and rags. Remember to re-stock the box after each show.

6. Literature
Over 90% of literature passed out at trade shows never makes it home. Yikes! Take only enough literature to distribute to highly qualified leads. Offer to send literature to less qualified prospects, and then make sure it's in their in-box or on their desk by the time they're back from the show. How do you do that when you're attending the same show? Send the day's leads home every evening, and have someone in your office send the literature out the very next day. Not only is this a really green thing to do because it prevents so much paper from ending up in the landfill, it also impresses the heck out of your prospects. You look uber efficient. But wait, there's more. This strategy also saves you money! Those brochures and catalogs aren't cheap, and you've just saved a ton of money by not giving them to people who will throw them away 90% of the time, and you've saved money by not having to ship so many back and forth from the show. 

 
7. Transportation
When you consider a display, investigate how you're going to ship it. Lightweight, durable systems save on shipping and drayage. Keep an accurate record of actual weight, content and number of containers. Specify the weight on your bill of lading. Do NOT let the shipper do this because they will estimate high. You can also save a ton of money by consolidating materials in one tub or shrink wrapping individual items onto one pallet. Don't scrimp on shipping containers. Redoing damaged graphics can be expensive.

8. Travel
Investigate reduced rates or special deals with the airlines for ten people or more traveling to and from the same city. Book early and ask hotels for any specials or corporate rates. Explore Saturday night stay-over rates. An extra night at the hotel may be less than the extra airfare. Use airport shuttles instead of taxis.

9. Show services
Pre-order show services -- electrical, phones, cleaning services and so on -- at least 10 to 30 days prior to the show. The floor price is often 10 to 20% higher that the pre-order rate. Order more wattage than needed so you don't risk an electrical breakdown and then have to pay a higher floor price. If you use show labor, consider contracting with a national labor management company who treat you like a customer, will be more familiar with your exhibit and consequently faster at setup and tear down, and may be willing to negotiate a lower rate based on how many shows there are in your schedule. Talk to your exhibit house. A good one should be able to manage this for you.