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

Carpet installation

Laying carpet and pad may seem like a simple thing, but executed accurately, it can save you time and money, make your staff comfortable and improve the appearance of your booth immensely.

At this show we did several things:

1. Notched the pad for the cables so that the carpet on top laid flat
2. Measured from one lead corner
3. Covered our finished work with visqueen

The guys started by taping off the lines of the 20x30 space with double-stick tape. This defines the edges of the booth and will eventually hold the carpet in place.

Next, the pad is rolled out. Usually, the pad is rolled in the opposite direction that the carpet is rolled. Since we have 4 rolls of 5 x 30-foot pad, we choose to roll the length of the booth to minimize seems. Once the pad is down, we notch it to accommodate the large electrical cords that will beneath the booth. Here in Chicago, the electrical power and internet/phone come from floor boxes, two of which are within the perimeter of the space. The large flat supply cords and round extensions are cut around and taped to the floor. The pad is taped together, but not to the floor, except in a few key places with gaff/duct tape to keep the edges from sliding.

Next comes the carpet. The two 10x30-foot rolls are started from the same end, lining up from the same corner as the pad to ensure uniformity. The guys are careful to match the nap and cut edges to make sure the seem that runs down the center match so that the line is unnoticeable. They kick the carpet until it matches and peel the top of the tape to afix it to the floor. Stories of floors too cold to allow tape to stick are traded.

Lastly, the visqueen is rolled over the top and taped in place at the far edges, outside the perimeter of the booth.

Now we're ready to start setting structure on top.

Lesson learned: roll each carpet roll in the same direction and try to roll pad the opposite direction. Notch for cables to have a flat appearance.

TTSG

Guiding electrical installation

If you can get to show site early, one of the best uses of your time is to work with the electricians on the installation of your power in your booth.

At NACS in Chicago, I had a great experience with the electricians and telecom guys. They followed direction well, made solid suggestions and worked fast. If I hadn't been there to talk with them, they would have just worked off a diagram and put things where we guessed they should be.

When you respect the union rules and work with them, things get done well--usually. This time it worked.

Lesson learned: come prepared and early and be open to suggestion.

TTSG

Staging Freight

One of the biggest time savers in terms of getting things off and running with your I&D crew is staging freight around your booth. That is, arranging the crates with your exhibit packed in them for optimum use around the empty space.

I was fortunate enough at this show (the NACS show in Chicago for Retalix) to arrive early enough to meet the driver and work with the forklift driver. As the crates came off the truck, we spotted them around the empty floor space. I got to my "cage" first and that allowed me to get drawings, cables and other early-need items. The rest (carpet & pad, hanging sign, first cabinets) were then arranged as to sequential need.

A side benefit was that the booth space was "walled off" from the adjacent aisle and kept other forklift drivers from crossing the space.

We start installation today.

Lesson learned: control your space and freight to save time and retain control.

TTSG

Taking your orders with you

A quick reminder: have copies with you or have a reference to all of the orders you have at a show.

There is no substitute for the credibility a sheaf of papers that have the record of your order for electrical, material handling, rigging, rentals and whatever else you've ordered from the general contractor. The files will give you everything in one place (charge numbers, dates ordered, locations), so that is no question of the details involved.

Turst me, it's worth the effort.

TTSG

NACS correction

I stand corrected. My copy of Trade Show Executive arrived today and in it was their annual "Gold 100" of top trade shows.

NACS is number 52. I had my stats wrong.

The show typically over 380,000 square feet of exhibition space, it does move between cities (rotating through Chicago, but including Atlanta and Orlando). There are almost 1,400 exhibitors and the attendance typically is over 22,000 over the three days of the show.

I'll learn more first hand starting tomorrow.

TTSG