Trade Show Service Providers: Ultimate Guide to Services Provided

The success of a trade show depends greatly on planning and experience. Also, choosing non-generic trade show service providers is important. In this article, we will discuss some of the most common services associated with trade shows and what one should consider before attending. Trade show marketers who make the most out of their trade show marketing efforts can ensure that they gain from the experience.

Trade Show Service Providers: How to Choose the Right Support for Your Booth

If you’re new to trade show service providers, then everything about them sounds equally puzzling and confusing. This is because some services would just be normal orders if placed anywhere else other than the trade show convention center. But here it becomes an alternate reality where your best weapon becomes information. Not only will it keep you safe from unnecessary expenses, but it will also keep you organized.

You can check out this guide on beginner trade show exhibitors for more info.

Are there any surprises? Well, you bet there are, since the rules can vary by show and by convention center. The same show might even revise its rules regarding trade show service providers for the following year based upon new labor contracts or an entirely new General Show Contractor.

Onsite Trade Show Services vs. Offsite Trade Show Services

On-Site Trade Show Services are services provided at the location of the trade show, such as the convention center, trade hall, or meeting place. The General Service Contractors (GSCs) usually supply these on-site services to the show management.

A few months before the show, the GSC or Show Management will send exhibitors an email with one or several links to their trade show services. Additionally, the website explains which services the exhibitor needs to purchase and union requirements regarding the show. Specifics are important because each show may have its own rules.

Lastly, the deadline for ordering the services is not arbitrary. GSCs have early bird pricing to ensure that exhibitors place their orders weeks and months in advance. This ensures that the GSC knows the exact equipment they will be needing, as well as the number of employees needed for the job. In addition, ordering in advance will save the exhibitors money while also giving the GSC a chance to communicate problems found in the order form.

Trade Show Onsite Labor

The show management has an arrangement with the GSC to provide the show installation and dismantling labor service. Additionally, the trade show service provider hired by the GSC may also offer services such as decoration (pipe and drape, aisle carpeting, and registration counters). It is their responsibility to ensure that each installation is done on schedule and the facility is vacated afterwards.

While using on-site labor makes the process easier, it is not compulsory. The exhibitors are free to employ any other trade show service providers, provided they comply with local laws as well as the show’s policies and procedures. These independent labor companies are referred to as the Exhibitor Appointed Contractors.

The labor contracting company also has its service desk at the facility, and labor forms come along with the show forms. You can ask for extra labor easily if you require any labor at your booth. Most of the exhibitors utilize the labor at the show because it’s easy… The other companies that don’t utilize labor usually have labor agreements with a company labor agency.

Where unions regulate the shows, the unions will tell you how you’re expected to conduct yourself while doing setup and dismantling activities. There is usually a ratio of a few laborers to one representative from your company. Trade show service providers will be responsible for loading display items, tools, and ladders.

Planning is extremely vital. Make sure you allocate time for the floor and electric before booking set-up labor for the assembly of your booth. Additionally, plan for any delay in having your crates delivered to your booth at the conclusion of the exhibition. Delivery of your crates by the GSC will take some hours, and thus, make appropriate arrangements.

Trade Show Onsite Electrical / Internet

The GSC also offers electrical services. Only a certified electrician is authorized to install and disassemble the electrical wires and connectors at your booth. It means literally screwing in a light bulb, but generally refers to the wiring and circuitry. The electricians will check the ground of the wiring, load on breakers, and any exposed or hazardous wiring and connectors.

The electrical power will be a big safety risk on the show floor because power is everywhere. Fire is likely when you realize the amount of wood, carpets, and plastics that are gathered in the exhibit space.

Internet access can normally be taken care of by the show hall itself. Basic Internet access is generally free of cost, but high-speed Internet access, whether wired or wireless, will have to be purchased separately. Important notice about Internet connectivity. Often, exhibitors believe that the Internet connectivity during setup is going to be the same as that during the actual show. It won’t be.

The show hall will be occupied by numerous exhibitors and people, all using the wireless Internet. In case your promotional activities at the booth depend on Internet connectivity, it makes sense to pay a bit extra for a high-speed Internet connection.

Trade Show Electrical Requirements

Wires that run between outlets, lighting fixtures, and electronics create the hardest obstacles. In the USA, exhibits should use grounded power cords (3-prong). This means that wiring will be thicker, hence more difficult to conceal without prior planning. All buildings use concealed wiring in floors, ceilings, and walls. However, exhibits do not have such a luxury. Concealing cables is possible through sub-floors and carpets, or even overhead.

If you are going to need many electrical items in your exhibit booth, you may wish to include an inventory of them in your floor plan along with your order. Or better still, mark where they are required on your floor plan. Electricians are extremely adept at reading electrical plans and making any corrections on their own. They tend to save you a lot of trouble during the installation.

Wiring Your Trade Show Booth Space and Exhibit

The options are: power can go under your floor or be dropped from the ceiling. With the former, you would need your floor to cover your wires. Carpet padding, together with a nice thick carpet, can do that trick. Otherwise, other types of flooring, like wooden floors and flooring tiles, need an internal slot for wiring. Try asking for flat cords when getting your wiring done wherever possible.

It costs more to wire your power through the ceiling than to wire it across your floor. But depending on how you arrange your booth and what type of wiring is needed, this might be a necessary step. If you think a ceiling drop would be appropriate, talk to the GSC about your ceiling arrangement within your booth area. Also, talk to them about floor outlets.

Before choosing the exhibit that you would like to buy from your trade show service provider, ensure that you understand how it is going to be wired at the event. As important as this consideration is, also ensure that you tell the person where you would like the electric devices to be positioned within the exhibit, including all lights. Wire management can also be done effectively during the design stage by being proactive and discussing this concern with the trade show service provider.

Onsite Trade Show Audio Visual (A/V) Rental

Computers, monitors, LED video displays, touchscreens, projectors, and other devices may all be rented. They can come from the show A/V company, other independent companies dealing with A/V equipment, and even your own exhibit house.

While the cost of renting this equipment is high, the costs would be even higher if you had to buy this equipment. Furthermore, the A/V companies often have service desks at the event in case there are problems prior to or during the show.

Monitors, video displays, tablets, touchscreens, and other similar products are key elements of many exhibitor trade shows. Finally, the transportation of this equipment will require custom boxes for safe transport.

The online forms of your show should include the forms provided by the show’s A/V provider. Getting the equipment early will earn you some discounts. Even better, talk to your exhibit house about the A/V company that they recommend.

Onsite Trade Show Housekeeping Services

If you would like to keep your booth spotless during the show, there are two ways of doing so. Either you can engage the services of onsite housecleaning firms that clean the exhibits during the show, or you can take along with you a vacuum cleaner and cleaning supplies. The onsite housekeeping firms work under an agreement with the show decorator to offer this particular service to the exhibitors.

Your website providing the show services should have the form you need for ordering this service. Cleaning normally involves sweeping the carpets and clearing the garbage. Window and laminate surfaces must be cleaned by the exhibitors themselves.

Think about using the Visqueen plastic on the carpet during the setup process. It may not be inexpensive, but it is very efficient in protecting the carpet from spills, garbage, and forklift tire marks.

Turnkey Trade Show Services By Expert Trade Show Service Providers

The meaning of “turnkey” implies that it is something ready to use or ready to go. In terms of a trade show participant, turnkey trade show services are those in which one firm provides an integrated package for the trade show, in which every detail concerning the participation of the firm is taken care of.

Turnkey services usually include:

• Exhibit Design & Construction, along with graphics

• Booth Property Storage and Staging

• Logistics and Shipping, which may include materials handling documents

• Installation & Dismantle services, whether done directly or by using outside labor services

• Show Services Coordination, such as ordering electricity, cleaning, security, and rigging services

• Kitting services

• Promotional products

• Pre- and Post-Show services

• Training for staff

Expert Trade Show Services with Pure Exhibits

If you have gotten this far and feel lost, don’t worry, because you’re not alone. This stuff is highly confusing, which is why you must work with expert trade show service providers. Pure Exhibits boasts several distributors across the USA who specialize in trade show services, whether it’s on-site or off-site. With our help, you will navigate the trade show jungle and be able to focus on meeting your marketing goals.

We also have our own facility in Las Vegas, Nevada. For more details, call Pure Exhibits at www.purexhibits.com.