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Beating The Deadlines: Step-By-Step Guide To Trade Show Planning
Perfect timing is critical for trade show planning. Here's an exhibiting task schedule to help you stay ahead of the deadlines.
When you're planning for a show of any size, the logistical details can seem overwhelming. One method of control is to develop a time line to help you stay on top of each detail. Think of it as your "to-do" list.
The following outline provides you with a basic list of details you need to track when planning for a show. (Feel free to add your own items.) Keep in mind that the suggested time frame (three months out, two months out, etc.) is just that - a suggestion. Your timetable may differ slightly depending on the complexity of the project. Use this as a guideline to develop your own ideal show planning time line.
Countdown to Show Time
12 Months Out
Determine purpose for participating in show.
Select space: Study floor plans, traffic patterns, services, audience makeup.
Read contract carefully: Understand terms, show rules, payment schedule, space assignment method (by product category, seniority, membership, etc.).
Meet deadlines for free publicity in the exhibitor guide/preview.
Submit authorization form if you are using an exhibitor-appointed contractor.
Plan pre-show meeting.
2 Months Out
Preview new custom exhibit.
Finalize graphics art/copy.
Order staff badges.
Send information to other departments exhibiting in booth.
Create and order lead forms. Finalize inquiry processing procedures.
Prepare orders for: drayage, electrical, cleaning, floral, etc. Take advantage of any pre-pay discounts.
Follow up on all promotions, making sure everything is ready to ship by target date.
Prepare press kits.
Check with staff on airline and hotel reservations and travel dates. Make needed changes.
Develop briefing packet for booth staff.
Schedule training for booth staff at show.
Send reminder to upper management about briefing meetings (in office and at show); include agenda.
1 Month Out
Follow up on shipping orders.
Follow up on installation/dismantle schedule; get an estimate on costs.
Call to reconfirm airline, hotel and car reservations. Make needed changes.
Follow up on target dates with all vendors.
Confirm availability of display products/literature.
Preview new portable display.
Send all needed materials by target shipping date to avoid express mail shipments.
Distribute briefing packet, including training materials, to all booth staffers.
Set up and hold pre-show briefing meeting in office.
Set up in-booth conference room schedule for pre-arranged meetings at show.
Send follow-up reminder to upper management about briefing meeting, include agenda.
Determine date and time for briefing staff at the exhibit. Review agenda, purpose of show, demonstrations, rehearsals, show specials, etc.
Ensure that you have the following items before leaving for the show: traveler's checks, credit cards, copies of all orders and checks for services paid in advance, phone numbers and addresses of all vendors, engineering certificate for exhibit, shipping manifest, return shipping labels, and additional badge forms.
Upon Arrival
Check on freight arrival.
Check with hotel about reservations for staff, as well as any meeting rooms and catering orders.
Find service area. Meet electrician and confirm date and time for electrical installation.
Supervise booth setup.
Hold pre-show briefing and training for staff the day before the show.
During Show
Reserve next year's space.
Conduct daily meetings with staff.
Confirm arrangements for booth dismantle and shipping.
Arrange for lead forms to be shipped back to office daily for processing.
After Show
Supervise booth dismantle.
Handle leads.
Debrief staff.
Send thank-you notes.
New Products for Exhibitors
Speaking of Holograms...
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The product projects a life-size translucent image of a person onto a transparent screen. As attendees approach the blank screen, their motion causes the spokesperson to pop up and begin a customized presentation, complete with movement and synchronized sound.
To show how it towered over all other states in corn production, Iowa created a 27-foot-tall tower of corn at San Francisco’s Panama-Pacific International Exposition in 1915. The Midwestern state produced 11 percent of the total U.S. corn crop that same year, a fact Iowans celebrated with songs and beauty pageants. By 2007, Iowa harvested more than seven times its 1915 totals, as the demand for corn grew so fast it became the country’s main crop export. Ultimately, corn byproducts found their way into more than 2,500 items in a typical grocery store, including toothpaste, trash bags, soda, and even batteries.
Did You Know….?
L.A. Could Sell Rights For Electronic Billboards At Convention Center
The Los Angeles Convention Center, for years a bland roadside afterthought for drivers creeping along the 110 and 10 freeways, could soon be plastered with mammoth signs peddling soft drinks and upcoming events at the convention center, Staples Center and Nokia Theatre under a proposal approved by a city council committee Sept. 3.
Under the agreement, the city would collect at least $2 million a year over the next decade by selling the signage rights to Anschutz Entertainment Group, owners of Staples Center. The agreement would bring steady revenue to the city at a time when the sluggish economy has forced budget cuts and fee hikes.
But the prospect of stripping more ads across the downtown cityscape and along two busy freeways has raised the ire of at least one critic, who says L.A. already is overwhelmed by gargantuan billboard images of Kobe Bryant, McDonald’s hamburgers and other advertisements.
About This Page: We specialize in trade show displays, exhibit booths, trade show booths, exhibit booths, pop up displays, pop up accessories, alumalite classic, alumalite lineare, alumalite zero, exhibit kiosks, banner stands, ultraform counters, trade show flooring, tabletop exhibits, tension fabric, truss exhibits, fabric displays, laminate systems, case-to-conversion tables, frames and channel bars, lights and foam, literature racks, rotomolded cases, hanging signs, Abex, exhibit rentals, trade show rentals, booth rentals, custom rentals, truss rentals, delta matrix rentals, Las Vegas display rentals, Las Vegas booth rentals, Los Angeles trade show booth, and portable trade show booths.
Want a booth presenter that never needs a lunch break, works overtime without complaint, and adds a gee-whiz element to your exhibit? Then check out PhotoOpticon, a hologram-type effect from PeopleVisionFX. 
