Get phone numbers of all show related contacts before you go to site
One of the most frustrating things during a build-period is to find that you don’t have the number of a supplier in your phone especially when you need help or an answer in a hurry and that can often mean out of office hours in the evenings and weekends when offices may be closed.
Before you go on site ensure that you have office and mobile numbers for contractors, supply staff, printers, contacts at the venue, in hotel catering and staff transport if these services apply, plus any other event related contacts that you may need.
Also, ensure that you have up to date mobile numbers for all colleagues who will be working with you at the event. Compile a phone directory for the show and circulate it to your stand team. Doing this can save you a lot of stress.
Do you have a trade show question or problem that you need help with? Feel free to ask us for help.
We will endeavour to send a fast response to your question or put you in touch with a specialist if we feel that would be more useful for you.
And if your question could be helpful to other exhibitors, we may well share it on this page.
In the Exhibitors Manual it says that we need insurance when we exhibit. Why and what do we need to cover?
Exhibition insurance is designed to cover an exhibitor in the case that something goes wrong in the run-up to or during a show. Usually it covers four main risks;
- Public liability; to protect against a compensation claim resulting from a visitor having any kind of accident on your stand most usually a trip or a fall
- Cover for any staff injury that might occur in relation to the show
- Cover for loss due to theft of any products, equipment or exhibits that you bring to a show including those hired from a third party company
- Cancellation or abandonment insurance cover; to protect you in the very rare case that a trade show may be cancelled by the organiser due to problems with the venue or other unforeseen circumstances (the Icelandic Ash Cloud), you can reclaim the cost of your stand and other show-related expenses
Almost every trade show will offer a specialist exhibitor insurance package to their exhibitors and in these litigious times, organisers will not allow you to exhibit unless you can prove that your company has adequate public liability cover. If you can show that your business insurance meets the organiser’s liability threshold and that it will apply for events that your company participates in, then you will be allowed to exhibit. However, most exhibitors opt for the specialist insurance because it offers cover for the other areas of liability and the cost for expanding their normal business policy is higher than buying cover for the show or shows.
What do the terms Shell Scheme or Space Only mean on a stand contract?
Usually there are two main options offered to an exhibitor by an organiser when they book into a show. Shell Scheme is a ready-made stand structure. It means that your space will have walls, it may possibly have carpet too and depending on the design used, some kind of ceiling structure from which lighting can be suspended.
It’s called shell scheme because it is a shell into which you place your exhibits.The walls will be plain so if you are not going to cover them fully by and with exhibits you may want to consider graphics to cover some or part of your uncovered wall space.
Shell scheme is supplied by a stand building company appointed by the organiser and they will provide you via your Exhibitors Manual with dimension information and a support service.
Space Only on the other hand is exactly what it says. You have rented an area of floorspace within a show and your company will need to provide the stand that goes on that space.
A space-only plot is a blank canvas that allows an exhibitor greater flexibility when it comes to promoting their presence, their products and their brand.
Typically these spaces are occupied with modular stands or with custom designed structures.
A modular stand is the next step-up from a shell scheme. Essentially they are kits or stands made from standard components but that description belies how striking and different these stands can be. Modular stands can be purchased or rented from a wide variety of contracting suppliers.
A custom-built stand allows you to create (via a stand design and build company) a unique and tailor-made display; a stand different to any other within a show and one that will work most-effectively for your brand and your products or services.
If your company is taking part in multiple shows, elements of your custom design can be re-used at the other events even if the stand areas are different as custom stands also include standard components within them. This will increase the value obtained from your investment in a custom solution.
With regard to costs and in general terms, each of three display options are shown in price order from the lowest cost option (shell) to highest cost option (custom-built).