In executing trade shows and events there are many moving parts and pieces to consider. This means that there is also potential for surprises around every corner as well. As a company that helps to organize and manage our clients’ trade shows, we can help to make our clients aware of potential unforeseen expenses that could arise. Here are some of the common surprises that we see:
Location
The same booth setup varies in cost from city to city; some locations can be exponentially more expensive than others. What causes this? Labor rates, unions, time/day of install first and foremost. Some cities the hourly rate for labor is double others, and when it is put to time-and-a-half or double-time for different days of the week and times of day, it can ratchet up the expense quickly. There is also a division of labor that varies by jurisdiction. Popular lightbox systems could be installed by union carpenters, or may have to be installed by union electricians, or some combination of both. That can lead to situations where carpenters cannot advance the build until electricians arrive to plug in or assemble different pieces, which extends the time and, in some cases, causes the client to be paying the carpenters and electricians simultaneously to work on the same piece. We work with our clients to look at which markets their shows will be in to help anticipate where costs may become prohibitive.
Freight
Not only does freight cost vary based upon location (distance), it also depends on the cost of fuel, the delivery deadline, and a true hidden cost, wait times. When trucks arrive to a convention center to pickup a booth, they have to get in line and sometimes wait for hours to get to the dock and receive the freight. If this isn’t considered ahead of time, that wait time fee will get charged, or worse, the driver will leave and abandon the freight altogether. We work with specific carriers that have experience with trade shows (they all say they do, they don’t), and wait time specifically, to avoid any surprises.
Material Handling
This is its own category because if you don’t have experience with shows you’re going to get blindsided with this large MH fee from the show decorator. Material handling is what it costs to get your freight from the dock to the booth space and back, as well as the storage of the materials when they are not on the show floor. It is typically charged by CWT or per 100 lbs, with minimums; though more recently, a per-pound rate is becoming common. Know what is being shipped in, ship as much together as possible, and you can at least plan and estimate this charge ahead of time.
Show Site Extras
On the show floor you pay a premium for convenience. Many of our clients like to put together a box of materials to go with their booth that either save them money or time. Things like extension cords, power strips, hdmi cables, phone chargers, sharpies, tape and box cutters can really be handy.
Waste
Carpet and flooring options can be purchased and reused, as well as A/V equipment and furniture. These often rented items do not have to be one-time use. Additionally, many companies over-order promo and literature and don’t know what to do with the extras. Some might have a person save it, but even then it often disappears. We warehouse and inventory these items, and receive them back after shows to repurpose for future events.
Trade shows and events are expensive. Take these tips and work with us to mitigate additional expenditures and stay within a given budget. We’re here to provide our expertise to make your campaigns as efficient and effective as possible!