10 time-tested tips for thrifty exhibiting  

Tip #1
Read your exhibitor manual as soon as you receive it.

Most trade show managements will send out your exhibitor manual well in advance of the show. The temptation is to put it aside until the last minute ... but if you do, you're likely to find that most of the show services you require will be charged at a rate that's often double what you'll pay if you order before the advance order cut-off date. That date varies, but it's usually three weeks or so prior to the show date.

Tip #2
Read the fine print.

Drayage charges are high enough as it is, but unless you read the fine print you may miss some important information that could cost you dearly. For example, you could discover that shipments arriving within three days of show opening may be subject to a 50% surcharge! This could amount to big bucks, and could be a real shocker it you're not expecting it.

Tip #3
Order services early.

The most obvious advantage of this is that it can save you a lot of money. But an additional advantage is that it frees you, come show time, to concentrate on other, more important matters. Also, if you order booth furnishings (tables, chairs, etc.) at the show, you're likely to spend hours waiting for them because too many other procrastinators have done the same thing.

Tip #4
If you don't have to have it, don't order it.

It's easy to get carried away at a show and start ordering extra chairs, tables, lights or whatever. While we certainly don't recommend that you skimp on booth furnishings, keep in mind that the rental of a single plastic chair is approximately the price of dinner in a good restaurant. So if you can do without it, there are better (and more enjoyable) ways to spend your money.

Tip #5
Avoid direct shipments to the exhibit hall.

Say you get to the show and realize you forgot your business cards. You call your office and ask them to FedEx the cards to you at your booth. The convention service company may charge you in the neighborhood of $30.00 just to receive and deliver the package to you. Far better to have your office send the cards to your hotel and pay only the FedEx charge.

Tip #6
Bring needed booth supplies.

Sounds obvious, but unless you decide beforehand what you may need you may find yourself at the show without an essential item. Here are some basics: stapler (with staples!), cellophane tape, glue stick, extra pens and pencils, a sharp knife or cutter, rubber bands, ruler, marking pens, paper clips, Post-It notes. It's also a good idea to bring packaging tape for sealing cartons at the end of the show. If you're bringing a computer and printer, don't forget to take along a back-up ink cartridge. These items will get you through almost any emergency, but there are likely to be a number of other items of equal importance in your particular situation. It's worth your while to take some time to think about things you may need at the show, because finding them in the exhibit hall may be difficult and they are likely to be expensive if you do find them.

Tip #7
Arrive early.

Easier said than done, perhaps, but with proper pre-planning, you can avoid the last-minute panic and have a day or so to review your trade show strategy ... relax ... fine-tune your booth ... relax ... make arrangements with your office to send you something you forgot ... and relax so you can face your important prospects looking and feeling your best. It may cost you an extra night's hotel stay, but it could be money well spent.

Tip #8
Keep your cartons.

You'll need to be mindful of fire regulations, of course, but it's a great convenience to stash your cartons somewhere in your booth so you can make an early escape. One of the most annoying aspects of trade show exhibiting is the often exasperatingly long wait for the delivery of your cartons and crates to your booth at the end of the show.  At show's end, you can be packing your literature and product samples while others are sitting around twiddling their thumbs.

Tip #9
Do It Yourself

If you're really determined to save money and you're willing to expend some energy doing it, here are some ideas that can save you hundreds of dollars. You can pocket the saved money or -- and this is a lot more fun -- you can use it to reward yourself by upgrading to a first class flight, or reserving a suite instead of a standard room, or enjoying a lavish (and well-deserved) night on the town.

Booth Carpeting

Rental carpeting for a 10' booth costs in the neighborhood of $200-$300. Instead, stop at a local builder's store and buy indoor-outdoor carpeting. It comes in an 8' width and generally costs about $3.00 a linear foot. Have them cut a 10' piece and two additional pieces measuring 2' x 5' each. With a roll of carpet tape, you can install it yourself in a few minutes and save $150-$250. At the end of the show, walk away from it. Some exhibit hall maintenance person will be delighted to have it.

Booth Furnishings

You'll probably want a chair or two in your booth for the comfort of your guests. A plain plastic chair rented from the show decorator costs around $40.00. While you're in the builder's store, you can pick up a couple of plastic resin chairs for as little as $6.00 each. They can be quite attractive and can save you as much as $68.00 compared to the cost of renting them. Again, at show's end, just leave them in the booth. They'll find a good home.

Table Covers and Booth Drapes

These are generally furnished as part of your booth rent,  but you can add tremendous impact to your booth by supplying your own backdrop drapes and table covers.  Instead of a plain backdrop, you can easily attach custom-printed drapes to the existing pipe and rail, and toss an imprinted cover on your tables.  Custom imprinted drapes and table covers can be surprisingly affordable and can make a whale of a difference in the appearance of your booth.  For a fraction of the cost of a conventional exhibit, you can achieve much the same impact -- without having to buy, ship, set up and dismantle a booth.

Plants

A couple of potted plants in your booth can add a nice touch, but you may not want to be touched to the tune of the $40.00 or so that the convention florist will charge you for a plant rental. Instead, pick up a couple of potted mums at the local supermarket and save yourself $25.00 or more.

Lighting

You'll have to order your electrical service from the exhibit hall, but you can furnish your own light fixture. Back at the builder's store, you'll find a clamp-on flood light for around $10.00, and an extension cord for about $7.00. You'll save nearly $60.00 over typical exhibit hall rental prices.  (First make sure you won't be violating any regulations by doing so).  If your requirements are a bit more complicated, consider purchasing professional halogen lighting fixtures, usually for no more than the cost of renting.

Tip #10
Let us help!

We have years of trade show experience, both as exhibitors and as exhibit designers and producers. If you're new to exhibiting, perhaps we can be of service by offering our opinions and suggestions on how you can have a pleasant and profitable trade show experience. For example, we can tell you how to locate trade shows that are appropriate for your particular enterprise ... how to plan your participation and do it in the most cost-effective way ... how to attract traffic to your booth (and how to handle it once it gets there!) ... and pass on some time-tested "dos" and "don'ts." There is no charge for this service. Simply E-mail us at sales@exhibitsdirect.com or phone us at 800 233-2730. Let us know your concerns, and we'll do our best to help.

© 2006 ExhibitsDirect