How to Order Show Services for a Trade Show - Top 7 Tips

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So you have your booth space. . . you are pretty happy with where you are on the show floor, and you received your exhibitor services manual via a link within an email.

Now What?!? 

1. Print the document named "Quick Facts", "Critical Show Information" and the "Deadline Checklist". This is the must crucial information you should keep handy, and it will keep the most important information at your fingertips.
2. Mark the deadlines on your calendar. This includes deadlines such as service order discounts, EAC notification, advance warehouse, hanging sign, hotel reservations and pre-show marketing opportunities.
3. Meet with your marketing team to discuss a plan of action to meet the deadlines. Identifying which components will ship, how they will be packed, how much electrical they require, and how on-site labor and supervision will be handled, as these are are all questions you will need answered to plan most effectively.
4. Send in your orders before discount deadline date with necesssary drawings and notate submission dates. An electrical layout, a booth layout, ship list, and set-up drawings all are important for the service providers to have before the show opens. This information will prompt them to contact you if they have any questions or foresee any issues. PLUS, it will save you $$$.
5. Make at least two copies of all orders, graphics, drawings, and layouts and send one copy to your labor team and take one set of copies on-site to the show. This ensures that everyone is prepared and is on the same page in case of any unexpected issues on-site.
6. Don't be afraid to visit the Exhibitor Service area with any issues and concerns throughout the show. It is better to work through any issues while you are there, instead of post-show when the details are forgotten. If you do have an issue, make notes so you have this information later if you need it.
7. Reconcile your invoice post-show. Did you ship your exhibit to the warehouse but they charged you direct drayage rates? Did they charge your for cleaning services for a larger size space then what you had? If you keep track of what you have done throughout the process, corrections to the bill should be easier to handle than if you did not.

If you use these guidelines when planning your next tradeshow, you will be more prepared, have less questions from suppliers on show site, and you will save money! Are there any other tips you would like to add to this list? Feel free to comment and share!

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