The trade show floor can be like operating in a foreign country – with the various unions, terminology, and hazards. However, if you follow a few basic tips, you can successfully and economically navigate the waters of your next show.
- Choose a quality labor partner
- National coverage so that you can have consistency
- Reputation for integrity and performance –ask around
- Price – while cost per hour is important, keep in mind that comparing the rate of an independent contractor to a general contractor (GC) is not comparing apples to apples. Independent contractor labor is typically far more efficient, thereby resulting in few hours billed.
- Exhibitor Appointed Contractor Letter (EAC Letter)
- Check in your exhibitor services manual for the due date. This is typically 30 days prior to the show – but can be as much as 90 days.
- Complete the form, send to the show contractor and send a copy to your labor contractor.
- If it is past the due date, call your labor contractor, they may be able to work it out with the show.
- Shipping
- Choose a trade show experienced shipping partner
- Price – do not compare the price of shipping with a van line (quality point to point transportation) to that of a common show carrier (consolidates loads, breaks down skids, rough ride). If you value your exhibit properties, they are not equal
- Label each item on a skid separately. Skids sometimes get broken down
- Pre-Plan
- Complete all service orders well in advance (electrical, carpet, hanging signs, material handling, etc.) to get best rates
- Electrical – be sure to include a dimensioned layout of where the electrical should go, along with an orientation for your booth (include surrounding booth numbers)
- Send copies of all service orders to your labor partner
- Set Up Instructions and Booth Renderings
- Be sure to have detailed and accurate set up instructions
- Send a copy of the instructions to your labor partner in advance
- Bring a copy of the instructions with you
- Have back up copies of your booth drawings at your office
- Scheduling of labor – factors to consider when choosing start times
- Scheduled Move In Time for your booth # - find this on the targeted move in plan or in your exhibitor services manual
- City and Venue – some take longer to get the freight from the dock to the booth than others – ask your labor partner
- Direct Shipment or Advanced Shipment – you can generally begin set up at or close to your targeted move in time only if you send your booth to the Advanced Warehouse.
- Leave time for the electrical to be laid – and carpet if you rent from the general contractor. Idle crew hours are the responsibility of the exhibitor if mis-scheduled. We would be happy to help you eliminate idle time by consulting with you in advance.
- Union Jurisdictions – every city is different
- Read the rules in your Exhibitor Services Manual
- In some cities you can set your own booth up – in others you can do almost nothing
- For detailed information on a city by city basis, email kmiller@momentummgt.com and request our union jurisdiction guidelines.
- Security Concerns
- Theft is common in Convention Centers
- If it is valuable – keep it locked up. Many people have access to the show floor. Your labor partner can not be responsible for your valuables.
- Inventory List
- Have a complete list of crates and inventory for inbound and outbound
- If the outbound shipment is split, have a detailed inventory of which items ship to each destination
- Provide this list to your labor partner.
- Supervision
- A supervisor who knows the details of your exhibit and also how the unions in that city operate will save you time, money, and frustration.
- The supervisor must remain at the booth throughout the entire installation and dismantle.
Momentum Management Inc. has been a national provider of outstanding installation and dismantle labor for over 19 years. We would welcome an opportunity to help you be a success on the show floor.
Momentum Management, Inc
700 Abbey Court
Alpharetta, GA 30004
770-777-4100
