The Finishing Touches

The last day of set up is always a day of punch lists and tending to do the last-minute details. Before you can leave the booth that one last time before the show opens, did you:

• Put out the pen holders and other office supplies?
• Label the last crates as "Empty"?
• Cut the poly off the carpet?
• Put out the wastebaskets?
• Distribute keys?
• Lock up?
• Secure the last badges for the latecomers?
• Give the booth one last heavy wipedown?

There's more, but that comes with making lists with some thought.

Have a great show!

Lesson learned: remember the details and the big things don't become big problems.

TTSG

Hanging a sign

They look so great and graceful (well, mostly) hanging in the air over the show floor. But somebody had to get hanging signs up there. Usually, it's up to you to get the job done.

Hanging your completed sign has a few steps:

• Put in the order for the riggers well in advance of the show.
• Assemble the sign.
• Spot the location above the booth where the sign is to hang.
• Attach the aircraft cables
• Hoist the sign.
• Make sure it is turned the way you want it.

Obviously, this is all done in cooperation with your rigging contractor. By putting the order in well in advance, you take advantage of any discounts. When you arrive at the show, check in at the service desk and, if you can predict it, let them know when you'll be ready for the riggers to come.

A typical rigging team is made up of two or three men: one on the ground and two in the basket (either on a forklift or a gooseneck crane, depending on the height of the sign.

Most promoters either have the sign at 20 or 24 feet to the top of the sign.

In most halls (like here in Chicago), the riggers open and assemble the sign. In some non-union environments, you or your I&D team can assemble the sign and wait for the riggers.

Spotting the location above the booth. Do this with the lead rigger. At NACS, they had the coolest laser device. We found the center of the booth and pointed the laser from that spot to the ceiling. This confirmed the location (a particular beam) where the sign will be hung from.

Part of assembly is to attach the cables. These aircraft-rated cables and attachments are usually specified by the hall or the city, so follow the lead of the riggers.

The cables are rated by size and the weight they can bear. The cables provided by the sign maker usually work, but in some cities (LA comes to mind), sometimes a heavier-rated cable has to be substituted.

There are several attach points (either 3 or 4 points on the top of the sign) from which the sign hangs. The number and location help the sign hang straight.

Make sure, as they are hoisting it, be sure the logo faces the correct direction (in this case the front of the hall). This signpost will help draw attendees and targeted visitors to your booth at the show.


Lesson learned: Again, plan and come prepared and your task will come off on time, within budget and look the part you've asked it to play.

TTSG

Warehousing

Where do you keep your exhibit when it isn't being used? Have you budgeted for the cost to store and handle your booth between shows?

Most of us overlook this less-than-trivial expense when planning our total cost of program budget. No matter the size of your booth (or booths) you need to consider where it's going to live when it isn't either on the road or at a show. You can store you exhibit in one of several places:

1. An exhibit company
2. Your own warehouse or office
3. Another third party

A really good choice is an exhibit company in that they know and understand exhibits. However, this will be the most expensive as they will charge you not only to store the booth and other things, but they will charge you every time your goods are touched (either to ship in or out or inspect and repair).

If you choose to use your own office or warehouse, make sure you have adequate space or a way to handle it. If you use the company warehouse, will the warehouse manager charge your internal budget to store it? Do you need a forklift or a specialist to handle it? Do they understand you need access to it at anytime and do they know how to handle it so it isn't harmed?

If you have a third party who can help you (printer, trucker, I&D company, premium supplier), do they understand the same perimeters--access, handling, care? What will they charge you and how much?

You need to consider the following when choosing a place:

1. How it will be stored
2. The cost to store
3. How it will be handled and cared for

How and where your goods will be stored is important in that humidity, heat, cold and security play a role in how long your exhibit will last. Do you have your own area in the storage facility? Do you have access?

The cost to store takes on many forms: Are you chaged by the square or cubic foot or the "rack". Are you paying for more than the physical space your booth occupies? Are you charged for in and out as well as other types of handling?

Handling and care encompasses who and how your goods will be touched. Do you have an assigned warehouseman or person? Is inspection and periodic repair something the storage place can help you with?

Lesson learned: Choose how, where and with who you store your booth carefully as it can hit your budget in a large way without proper planning.

TTSG