8.0 Arriving and setting up exhibit

What is the time frame to set up? If you have a lot of work to do in setting up, allow yourself the proper number of days to do it. Keep in mind, that things do go wrong. You may have to improvise for something that you did not anticipate (even with the best of planning).

Remember that during the set-up of a show there is a madhouse of activity going on all around you. Everyone is rushing right up to the last minute to set-up their displays. And, if you need supplies or the attention of the show contractors - It will be very difficult towards the end of the last set-up day.

Time Frame for Set-up - Arrive at the show at a time that will allow you to do all the work and address any unforeseen problems. This, of course, depends on the size of your exhibit, and how much work you have to do. But, add a certain amount of time for possible problems. Such as: Perhaps your space will not be properly prepared, or your materials did not arrive, or you may realize that you need extra lighting or electric…Again, it’s your show…Make sure that it opens with a good appearance.

Have everyone’s phone numbers - Just in case there are problems, have the phone numbers (especially cell phone numbers) for your freight forwarder, the local delivery company or trucker, the local customs broker and show management. You may need them…

Small Hand Tools - These always come in handy. You never know what may need your attention - Such as a damaged piece, or you have to hang something….So, it is best to have some tools - Otherwise you will be scrambling around looking to buy them or borrow them. But, be aware of what you can do yourself, according to the venue regulations.

Supplies - A repair kit appropriate to your samples and display, as well as general items such as tapes, glue, stapler…Whatever may be handy in any event…

Packing supplies - After the show, you will have to pack your materials for forwarding or return. And, even though you may think that you can use the same cartons that they came in, you must remember that re-packing may require new wrapping materials, tapes, cords, labels or perhaps even new cartons. So, come prepared for this.

What about your packing materials? - Such as your cartons or crates. You should have a clear understanding about what happens with these after you unpack and set-up. Some shows have storage space available, or the Official Service Contractor may take them back to their warehouse (and return them to you after the show). Find out clearly what happens with them. You want to make a smooth exit…

Finish your set-up on time - The show floor has to be cleaned the night before the show. And the show will have clear regulations about the time that you must finish your set-up, to allow the cleaners to work.

Before you leave, make sure that your own exhibit is clean and ready for opening the next morning. Don’t forget to bring some cleaning supplies - A duster, small broom, polish, and whatever else you may need.