In our most recent post, The 3 Easy Steps to Create a Last Minute Trade Show Booth, we discuss an easy 3 step process to create a great booth at the last minute! To expand on this theme, its time to discuss 3 Steps to Reduce Trade Show Booth Set Up Time! Many events have a strict time frame that allows for exhibitors to set up their own booth. When it comes to using private or show site labor contractors, reducing set up time is simple. Consult with an experienced exhibit distributor like Creative Imaging Displays to purchase a booth that is preferred by installation contractors. We know what booths are well know in the industry and labor companies are familiar with, which reduce overall labor time. For this post we are going to dive into strategies that help exhibitors who prefer to set up their own trade show display!
Step 1: Choose the Right Display System
The first step in a quick installation process is choosing a booth that is easy to set up for your team. Many trade show displays are designed to set up quickly. However, the set up time is subjective to the exhibitors who are setting up the booth. Depending on your team and their experience, a certain booth may be easier or more difficult to set up. It’s also importation to consider the booth functionality and overall appearance. If you require a sleek looking booth to compete with other exhibitors, or something like a monitor mount, that limits the available booth options. We will cover 3 systems that range from the overall fastest set up time, to the fastest set up time for a booth with a variety of options.
Accordion Frame Systems – Hop Up Displays
The accordion style stretch fabric display is the easiest booth system to set up for all exhibitors. Hop Up Displays continue to be one of favorites for exhibitors due to their quality and available options. These systems are simple. An expandable frame pops out to full size in a matter of minutes. Plastic connectors lock into place at each hub to create tension on the fabric and secure the frame in place. Stabilizer feet are provided for straight wall systems to increase stability. Curved systems are stable without stabilizer feet. The fabric can stay attached to the frame or it can be removed and reattached during each install. If you leave the fabric attached, it significantly reduces set up time. However, it is more likely to develop stubborn wrinkles that may require a portable steamer to remove. Removing the fabric increases set up time, but reduces the chance of wrinkles.
Set up time for the Hop Up Display is typically in the 5-15 minute range. They are light weight, and easy to assemble on the floor, then lift into place. HopUp’s also offer a variety of optional accessories that allow shelving, monitor mounts, and backlit Hop Up systems. Hop Up Dimension Kits allow a variety of of solutions that are easy to assemble and offer additional functionality to your backwall display booth. For the majority of exhibitors, a system like the Hop Up Display is going to allow for the fastest assembly time, thus reducing your overall booth set up time! This set up video goes in depth to show the process of assembling a Hop Up Display!
Tube Frame Systems – Waveline Displays
Another great system is the tubular aluminum frame system. This includes systems like the Waveline, EZ Tube, and Formulate. Color coded stickers make assembly fast and simple. Multiple pieces assemble to create the frame system, and a pillowcase style graphic pulls over the frame, zipping on the bottom to secure the graphic and add tension. Waveline Displays are one of the original and most popular options. A variety of sizes and accessories make these displays great for most exhibitors.
Overall, tube systems take a little longer to assemble when compared to an accordion style systems. However, they consist of many smaller parts that are easier to assemble for some exhibitors. In most cases, the overall system is lighter in weight as well. Assembly on the floor, then standing up the display, makes them ideal for exhibitors with height and/or strength limitations. Check out this set up video to get an idea of how these displays assemble!
Extrusion Systems with SEG Graphic – BrightLine Kits
If you are looking for a system that is sleek, modern, and elevates your booth space, extrusion systems with SEG graphics are the go to solution. However, these systems typically involve parts and tools to complete the assembly. Additionally, backlit systems require attaching light bars and running electrical during each installation. BrightLine Kits and Vector Fast Frames offer the fastest assembly time of any extrusion based system. Vector Fast Frames have limited size and accessory options so we will focus on BrightLine kits.
The BrightLine system offers a tool-less assembly and all lighting components are built into the frame. While this system takes longer to assemble than accordion and tube systems, it is the best solution for a modern display. Accessories like shelving and monitor mounts make this a great solution for a functional back wall display. Additionally, multiple size and style panels can be custom configured to create a one of kind booth without custom design costs! Check out a set up video of the BrightLine to see if this system is right for you!
Step 2: Practice Setting Up Your Booth
After choosing a system that works best for your team, make sure to practice the set up and dismantle process prior to your show. We also recommend to practice this process before every show, even if you have set it up many times before. The trade show floor can be a stressful environment during set up. Contractors are installing electrical and hanging structures, while booth assets are getting delivered to various booth spaces. Tight time limitations also add another level of stress to the environment. A well rehearsed booth set up will reduce stress and ensure a smooth assembly process. Do not forget this step! If during your practice session you have questions, concerns, or find a missing or broken component, you can contact Creative Imaging Displays for support before any issues occur at the show!
Step 3: Create a Personal Booth Set Up Guide
Your booth components are one aspect of trade show setup. However, many other factors are involved when constructing your well functioning event booth. Things like collateral, media, counters, and flooring all play a part in the assembly process. Each company has their own method of setting up these components to ensure every box is checked and every detail is dialed in.
When you and your team are practicing the booth set up process, document every step of the process. Look for efficient processes and try different things to reduce the set up time window. Document what works best and create a checklist for each task. Make an assembly checklist document in a numerical, chronological order that your team can follow at the show. Laminate multiple copies of this checklist and send it with your booth components along with dry erase markers. You can reuse this checklist at every show to create a stress free booth set up process!
What do you think of these 3 Steps to Reduce Trade Show Booth Set Up Time? Does your team already follow this process? If not, give it a try and let us know if it reduces your overall booth set up time! Keep in mind, you can also contact Creative Imaging Displays for free, expert advice on trade show booths, event practices, and recommendations to make your events more successful!