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8 Logistics Tips to Reduce Fees, Stress, and Other Trade Show Side Effects

December 16, 2010

By Megan Fischer

Planning for a trade show doesn’t mean that you have to become a nervous wreck for months. Even if you’re new to the industry, you can have a successful, scare-free show experience.

As a consultant for hundreds of newbie and veteran trade show exhibitors, I hear myself giving certain suggestions quite often.

Here’s a short list of simple, yet very important tips that you may want to consider during your trade show planning:

1. Be aware of show form deadlines. Double-check deadlines just to be safe that you do not miss anything.  Missing a deadline can sometimes double certain costs!

2. Pay attention to show rules and regulations. Make sure that you not only read the rules and regulations carefully, but that you also understand them.  Is your tradeshow exhibit breaking height or self-setup regulations?  Remember, these can change with the city, venue, show contractor, as well as booth size.

3. Make sure your crates stand out. Decorating your crates makes them easier to find if misplaced.  (Yes, this can happen even when you do everything correctly!)  You can paint your crates, add colored tape, or sometimes a simple piece of ribbon might save you hours of searching for a big dark crate among thousands of other big dark crates.

4. Remember to consolidate your shipments. With each shipment, most trade show contractors will charge minimums on drayage.  With an average rate of $78 per 100 pounds, and minimum weight per shipment at 200 pounds, that’s over $150 just to bring in one shipment!  By consolidating your shipments you will minimize unnecessary drayage costs.

5. Ship to the advanced warehouse. Shipping to the advanced warehouse will give you peace of mind that your exhibit will be in your booth space the first day for set-up.  Shipping direct to the show site can have you waiting during valuable set-up hours and nervous about your shipment’s location.  It’s also a good idea to keep tabs on your shipments with tracking numbers and piece counts.

6. Prepare backup and duplicates for all Audio Visual presentations. When you have already spent the time and money on your electronic equipment, cases, shipping, drayage, and set up, the last thing you want to do is end up with a blank screen.  That space that was strategically integrated into the exhibit layout now is empty and the well-planned reformatted sales process now must be altered at the last minute!  There may be a person back at the office to send the presentation.  But, if it’s not a small file, uploading or overnight mailing is only going to add stress to an already hectic day.  Be smart, load up an extra flash drive and relax.

7. Bring confirmation of all show form orders should a mistake occur.  It’s also smart to send your I&D team copies of show forms.  Most good I&D companies will check them to make sure that all requests have been met.  If something is incomplete, they will know where to go and how to get it done quickly.

8. Do not tear down your booth early. Not only will some shows penalize you for doing this, but you could also lose out on the opportunity to talk with prospects or other exhibitors at the show.

 

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