Coordinating an event is a daunting task. Even for the most experienced trade show coordinators, each event requires precise attention to detail to execute flawlessly. If you are new to the event industry, there is a steep leaning curve and without helpful advice from experienced professionals, problems are bound to occur. However, companies like Creative Imaging Displays not only help with event coordination, but we provide valuable insight and resources to help guide exhibitors in the right direction! Today we will cover 5 Critical Components of Event Coordination to help you in your exhibiting journey! Whether you coordinate the event yourself, or use an exhibit coordinator, these are great resources for every company engaging in marketing events! Make sure to review all of our posts like 3 Steps to Reduce Trade Show Booth Set Up Time, so you maximize efficiency at every show!
Event High Speed Internet Access
In 2024, internet access is critical to every aspect of your event. This includes internet on your phone and to your media components in your booth. Did you know, most convention centers utilize cell blockers that knockout wireless internet? This is done intentionally to force the use of show provided internet services. Fortunately many show sites provide a base level of Wi-Fi included in your booth cost. However, some shows charge high rates for any kind of internet access. These costs vary greatly depending on the bandwidth required for your booth. There is no way around this, so its best to understand this upfront and plan accordingly. Identify the following to determine the correct internet access requirements for your show:
- Number of Devices Used in the Booth Including Staff Cell Phones
- Bandwidth Required for Each Device
- Bandwidth Required for Demo’s, Streaming, or Downloads
- Devices that Require Hard Wired Internet Connections
It is not always easy to determine these requirements so it’s best to figure this out well in advance of the show. Early order discounts for show services are critical to keep your show in budget. If during the show you need to upgrade your bandwidth, your will be hit with full price charges that will effect your overall budget. If you need help with show any show services, reach out out to Creative Imaging Displays for help!
Electrical for Your Booth Space
Ordering electrical service for your booth is another critical and expensive component to your overall booth experience. Many exhibitors who require very little electrical requirements bring researchable battery packs to shows to bypass this charge. However, most exhibitors require show provided electrical service to power everything in the booth. The amount of options and price differences require understanding of all your devices and overall amperage needed to power everything. Just like internet, pre-ordering these services with early bird discounts is the most economical option. When considering the correct electrical service make sure to determine the following:
- Total number of devices that need power
- Total maximum amperage required for each device
- Are any booth components powered with 240V
- Do you have a hanging sign that requires electrical
- How many locations in your booth require an electrical drop
Make sure to use a current calculate if you are unsure of total max amperage of any particular device. However, most devices provide this information on the device itself. There is a difference between max amperage and constant amperage. Make sure your show provided electrical service will meet the requirement for all of the devices maximum amperage to ensure smooth operation in your booth. For smaller booth spaces, with minimal devices, the base level electrical service is often plenty of power for your booth. However, if you have multiple monitors, backlit panels, or simulators, you may need more power. If this task is overwhelming, you can use a show coordinator like Creative Imaging Displays to help you with your show services!
Booth Set Up and Cleaning Services
How will your booth come together at the show? Is your team setting up everything or do you need help? Tight set up and breakdown windows add to the stress of this part of the show. Show provided labor is a go-to for most exhibitors to ensure everything is set up on time. However, did you know you can also use a show approved private labor company? Installers like On Location offer show site event install and dismantle in every major trade show city. Using a private labor company provides more control over who sets up your booth along with competitive rates. If you plan to set up your booth, make sure to practice the product set up prior to the show to ensure your team is ready!
The amount of traffic at a trade show leads to the inevitable, a mess! Show provided cleaning services can provide during and/or after show booth cleaning to keep everything looking fresh! Some exhibitors choose to bring a small vacuum and cleaning supplies to take care of this task. For larger booth spaces, it is often times a challenge to accomplish this task on your own. During your pre-show planning make sure consider the cleanliness of your booth and how this affects your presentation to your clients. If you need show provided services, order them early for the best deals! If you are bring your own supplies make sure to test your products prior to the show to ensure everything works!
Shipping and Logistics Coordination
In the age of 2 day free Prime shipping, and same day deliveries, shipping and logistics may seem easy and inexpensive. However, when it comes to events and trade shows this can not be further from the truth. Most booth components require freight shipping which requires great attention to detail. There are many freight service providers available, but its critical to work with a freight company that is familiar with event shipments. Show sites provide advanced warehouse and direct to show shipment options. Each of which have timing and cost implications. Advanced warehouse shipments provide the lowest cost and widest delivery windows. If you find yourself in a time crunch and need to ship directly to the show site, limited time windows and delivery wait times can add chaos to a seemingly simple task. Extra charges can be incurred if the truck needs to wait in line, or they may turnaround if wait times are too long. Plan in advance with your freight company for all possible scenarios!
Alternatively, many hotels offer guests the option to deliver packages to the hotel shipping center at no cost! If you have a smaller trade show booth or smaller components to bring to the show site, do not overlook this option! Make sure to confirm with your hotel if they offer this service and if there is an associated cost. Typically hotels only accept packages from UPS and Fed Ex that are under a certain size and weight. Consider the following when organizing your show shipping:
- Total Number of Packages, Pallets, Size, and Weight
- Delivery Date Windows for Shipping to the Advanced Warehouse or Direct to Show
- Transit Times and Pick Up Windows
- Costs Associated with Shipping All Items to and from the Show
Booth Components
The final point to cover in the 5 Critical Components of Event Coordination is your booth components and assets. If you already have your booth components, make sure to assemble and test all products before they ship to ensure you have everything you need and everything works as intended. If you are in need of a new trade show booth, flooring, or accessories make sure to plan in advance to receive them in plenty of time before your show! Our recent post, The 3 Easy Steps to Create a Last Minute Trade Show Booth, covers everything in detail to ensure a well executed trade show booth!
Its important to ship all booth assets together, at the same time, to minimize cost and logistical coordination. It’s also important to set up any new booth assets prior to shipping to familiarize yourself with the set up process and ensure everything is perfect for the show. This is also a great opportunity to upgrade your booth to a backlit display system to maximize attention during your event! Promo items, collateral, and staff uniforms are important components usually forgotten until the last minute. Plan ahead to ensure you have everything you need!
Event Coordinators and Booth Suppliers
At the end of the day, it may be best to work with a quality event coordinator and booth supplier to handle your event services. However, understanding these 5 Critical Components of Event Coordination will supply your team with the tools needed to understand key details in the process to help your coordinators execute a flawless event experience. Creative Imaging Displays is here to help you with everything trade show! Our team is available to assist with everything from promo items and banner stands, to full service event coordination, rentals, and custom booths!