Events

Question 2

What is load-in and load-out?

Answer 2

Load-in and load-out refer to the period of time an exhibitor can set up and break down their booths.

Question 3

What is material handling/drayage?

Answer 3

Material handling, also known as drayage, is the service provided by the general contractor. The general contractor will meet the exhibitor at the loading dock and bring their materials to their booth space. Costs for this service vary from market to market and are mandated by unions, making this a required service that exhibitors cannot forgo.

Question 4

What is a general contractor?

Answer 4

A general contractor provides infrastructure for an event space. They are the ones that set up pipe and draping for booths, run material handling/drayage, and assist exhibitors with labor and booth set-up.

Question 5

What is hand carrying?

Answer 5

Most venues have a hand carry policy where an exhibitor will be allowed to hand carry booth items in so long as they meet hand carry guidelines. An example would be that they can hand carry using a 2 wheel dolly with no more than 50lbs, and they can use it for one trip.

Question 6

Can exhibitors serve food at the tradeshow?

Answer 6

Most venues will allow exhibitors to serve sample size portions of food at their booth as long as they are the manufacturer of the food product. This includes foods, beverages, vitamins, and anything consumable. Exhibitors will usually have to fill out a food permit/catering request form to provide to the venue.

Question 7

What is a COI?

Answer 7

A “COI” is a short hand term for Certiicate of Insurance. Exhibitors are required to have a certificate of insurance provided for each show they exhibit at. This lets us know that in the event anything were to happen in their booth space, they are insured.

Question 8

What comes with a booth?

Answer 8

A 10x10 booth space will typically come with a 6’ table, two chairs, waste basket, company ID sign, and pipe and drape for the backwall/side rails

Question 9

How many people can I have at my booth?

Answer 9

A 10x10 booth space includes four exhibitor passes, and a 10x20 space includes eight exhibitor passes. Additional passes may be purchased for a reduced price.

Question 10

What is advance shipping?

Answer 10

Exhibitors have the option of shipping their booth materials in advance to the general contractor’s warehouse. The general contractor will then deliver the items directly to the exhibitors booth on set-up day. Prices vary from market to market.

Question 11

What is direct shipping?

Answer 11

Direct shipping refers to an exhibitor or mail carrier who arrives the day of set-up at the venue with their booth materials. These booth materials will then be serviced by the general contractor upon arrival at the loading dock and incur material handling/drayage charges.

Question 12

What is lead retrieval?

Answer 12

Lead retrieval is the system used to collect attendee data by using a scanning device. An exhibitor will use the scanning device to scan the barcode on an attendee badge, collecting the information about that attendee in a report that is distributed after the event.

Question 13

What are the most common additional costs for a booth?

Answer 13

The most common additional costs for a booth are electricity, carpet, A/V equipment, and labor. Most venues require the general contractor to perform any task that requires the use of construction equipment.

Question 14

Are there discounted rates for exhibitor services?

Answer 14

The exhibitor kit will outline all of the prices for exhibitor services. Most of these services have an early bird rate, so exhibitors are encouraged to plan ahead for their booth to save money.

Question 15

Can exhibitors break down their booth before the show ends?

Answer 15

No, an exhibitor may not break down their booth until the show is over and attendees have left the tradeshow floor.

Question 16

Can exhibitors set up their booth the morning of the show?

Answer 16

Exhibitors may set up their booth the morning of the show before the tradeshow floor starts. Typically there will be about two hours in the morning for exhibitors to do any last set up. In most venues, the loading dock will not be available the morning of the show and exhibitors will only be able to hand carry in and must follow the hand carry policy.

Question 17

What is an exhibitor kit?

Answer 17

An exhibitor kit contains all the important information and forms for an exhibitor to be successful at the tradeshow. The kit will outline load-in and loud-out times, insurance information, order forms for all booth materials, labor request forms, electric forms, etc.

Question 18

Can exhibitors attend education sessions at the event?

Answer 18

Exhibitors will have to purchase education passes at the event to attend.

Question 19

When do exhibitors get their badges?

Answer 19

Exhibitors may pick up their badges during the afternoon on set-up day, or they may pick up their badge the day of the event.

Question 20

Where do exhibitors park their vehicles?

Answer 20

Exhibitors are responsible for finding parking at the venue for their vehicles on set-up day and the day of the event.

Question 21

Can exhibitors attend the pre and post party?

Answer 21

Yes, exhibitors are encouraged to attend the pre and post parties for the events as it is an excellent opportunity to network with event attendees.