"Chaos is merely order waiting to be deciphered."
Jose Saramago
Before an event begins it must be set up – and arranging a successful set-up rests with the event manager. If you’re new to the exhibit world, this blog is for you! If you’re a veteran, think of this as a refresher because our industry is ever changing.
Unpacking your move-in deliverables underwrites a (mostly!) stress fee set-up and identifies a path to resolution if you encounter challenges. The show will open on the specified date – your issues require resolution prior to that date.
Ensuring a Smooth Event Setup: A Guide for Exhibitors
Planning for a successful exhibit at a trade show or event requires consideration of multiple factors, including your setup schedule. One crucial aspect that significantly impacts preparations are the move-in dates and times assigned to you in your contract. It’s essential to pay attention to these details and proactively manage them.
Confirm and Clarify Move-In Dates and Times
Before signing any agreements or contracts, ensure that the documents clearly outline the move-in dates and times allotted to exhibitors. This information forms the foundation of your logistical planning and determines when you begin setting up your booth.
Considering recent scheduling adjustments by some event organizers, it is increasingly important to request move-in and setup dates well in advance of confirming your exhibition space. Recent trends indicate organizers may be reducing move-in schedules to accommodate other event needs, which impacts an exhibitor’s ability to set up efficiently.
Reduced Move-In Schedules
Learning that your move-in dates and times have changed – especially if you weren’t given a heads up – is a major impact that implodes timelines and planning for you and your vendors.
Reduced move-in schedules pose several challenges for exhibitors:
- Limited Design Options: A compressed setup timeframe may restrict your ability to execute elaborate booth designs and creative installations.
- Overtime Costs: Rushed setups might necessitate overtime for your setup crew, increasing labor expenses.
- Quality Compromise: Quick installations potentially compromise the quality of your booth setup and presentation.
Communicate with Your Show Organizer
To mitigate these challenges, it’s crucial to maintain open communication with your show organizer. Reach out to them in advance to secure details about move-in schedules and potential changes that may affect your setup plans.
Early Access for Better Planning
Having early access to move-in dates allows you to make knowledgeable decisions about your booth size and layout. This proactive approach enables you to adjust your plans, ensuring adequate time to set up your exhibit to the desired standards.
Constrained move-in times limit creativity, increase budgets, and put the safety of attendees at risk.
Read Your Contract
- Before signing, make sure the move-in dates & times are listed on the contract.
- Ask for the following years’ move-in and set-up dates before your signing appointment
- Ask your show organizer for this information in advance of signing up for the following year.
- Having this information in advance helps determine if you need to adjust your space size due to length of move-in time
Start planning early. Use your move-in dates and work backwards, making sure all contingencies are covered. As the date gets closer, reach out to the organizer to reconfirm what the contract states.
Communicate the dates and times to all parties involved in the set-up so everyone is on the same page.
Keep in touch with clients, vendors, team members, and other stakeholders to prevent misunderstandings.
Plan B
Create a Plan B – just in case. Consider the impact unexpected move-in dates causes and build realistic contingency plans that you and your vendors agree upon.
You can’t control every aspect of the event, but remaining up to-date, flexible and organized underwrites a successful move-in.