Be Ready When Attendees Start Visiting Trade Show Booths: 5 Scenarios To Avoid

Be Ready When Attendees Start Visiting Trade Show Booths: 5 Scenarios To Avoid

An event staff member's worst nightmare is to be unprepared when the show begins. Even with all the preparation that goes into planning trade show booths, things can still somehow go wrong. Here are some of the biggest last-minute problems that can occur before attendees start visiting trade show displays, and how to avoid them.

A Booth That Is Not Ready

This is probably the likeliest problem that may occur. Usually when booths aren't ready, it is because of broken or missing equipment. To avoid this scenario, it is a good idea to begin your booth installation on the earliest possible set up day. That way, if problems arise, you will have more time to address them.

If you plan on using portable trade show displays, be sure to practice setting them up ahead of show time. It is also a good idea to carry a list of emergency contacts so you will know who to call if things break or go missing.

Excessive Multi-Tasking

Let's face it: as much as we might wish it were possible, people simply cannot be in two places at once. To avoid getting pulled in all directions, delegate responsibilities evenly. Someone should be in charge of unwrapping giveaway items, someone else should handle A/V equipment and computers, et cetera. If you've been in charge of trade show booths, you know how easy it is for people to turn to you in a crisis. Make it clear that while you are there to help and oversee everything, people have their own responsibilities.

Booth Staff Who Aren't Prepared

Trade show displays are often held in big cities that have many attractions to draw in both attendees and companies in the show. Unfortunately, this means that booth staff may have been out late the night before and are late on the day of the show. Avoid this problem by setting earlier deadlines than are necessary. Call a pre-show meeting an hour or two beforehand so if people arrive late, it won't be such a serious issue.

Even if staff members are on time, they still may not be trained to handle running trade show booths. Rely on someone with lots of experience with these types of events to help teach the less informed. Or plan a time a week or so before the show to train staff in a meeting or even a teleconference.

Equipment Not Ready, Broken, Or Missing

Be sure to test computers and their connections ahead of time to ensure everything works correctly. If you are depending on having three other laptops brought in from those manning the trade show booths, ask four or five people to bring them, just in case. It also is a good idea to get trained from your company's IT department on connecting computers to the internet.

To avoid discovering that things are broken or missing, preparation (once again) is key. One option is to ship a well-stocked plastic tub filled with things like pens, clipboards, and other necessities to the show ahead of time. Another option is to learn what stores are located close to the exhibition hall in case you need to get supplies in an emergency.

Planning for trade show displays is a complicated process, and even with lots of preparation, problems can still arise. Knowing how to avoid these common pitfalls will greatly help you succeed at trade exhibits.

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