How To Ensure Smooth Trade Show Booth Setup

Creating strong portable displays is only part of the equation for convention success

. Even after you've designed your trade show booth, you still need to get it to the exhibition and then get it set up. Considering that you will typically have a few hours before the doors open, ensuring a smooth setup is crucial. Whether you have small tabletop displays or larger units, this guide will help you ensure that everything works as expected.

Tip #1: Allow Ample Time For Setup

One of the most common problems that people experience when trying to set up portable displays is a lack of time before the convention opens. It is almost universally true that novice exhibitors under-budget the time needed, leading them to rush their set-up process and experience a lot of stress. The best thing you can do to assure you have enough time is to give yourself at least one extra hour for a complete and thorough preparation. With that extra hour, you've got time to fix things that go wrong or even to pick up something that was forgotten at the office without putting you behind schedule.

Tip #2: Plan In Advance

In addition to giving yourself plenty of time for problems, you should try to eliminate as many of those problems as possible. That means completing a checklist the week before the convention to assure that your tabletop displays are ready for use. Make sure that you've got everything packed that you want to bring along, and that all your staff has been briefed and is ready.

Depending on the size and scale of your trade show booth, you may choose to prepare a checklist going further back than just a week. This is particularly helpful if you expect to ship your trade show booth, as many will require more than a week for guaranteed arrival. Having a detailed checklist gives you written confirmation that everything you need for a successful exhibition is on hand. It helps reduce the likelihood that you'll need the extra time on the morning of the event - but that doesn't mean you should cut out that hour! Always leave yourself some extra time.

Tip #3: Bring Help

Some small portable displays and tabletop displays are built to be assembled by one person, but most can benefit from the assistance of a second. Even if you don't have the staff to have two people manning your trade show booth during the actual convention, bring a friend or family member along for an extra set of hands during setup. If you can, the two of you should practice setting up the unit before the event to ensure that it goes extra smoothly.

Some large or very detailed custom portable displays may require more than two people to set them up. If this is the case with your unit, don't rule out the idea of having professionals set it up for you. For some particularly complex exhibits, that may be the only option. Talk to your trade show booth designer for help deciding whether you should hire professionals.

Tip #4: Follow Your Plan

As the date of the convention approaches, it can be tempting to spend extra time worrying about things like the setup and the staffing of your unit. If you have taken the time to plan out your checklist, utilize a helper during booth assembly, and have left yourself extra time, you'll be able to enjoy a stress-free convention experience.

by: Chris Harmen

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