Whether an experienced trade show attendee or about to embark on your first booth or table at a trade show, you likely know how hectic the time before the trade show can be. Set up and tear down of your trade show booth display can be easy and simple, if you just follow these practical steps.
Before the Trade Show
If possible, go to the convention center or trade show area prior to the show so you can get a feel for the layout. You can check for things such as electrical outlets, space, chairs and tables and other things you might need for the show, and get those issues taken care of before the day of the trade show.
If you can’t get into the convention center or trade show area prior to the day of the show, ask the host of the trade show to provide a layout and dimensions for your trade show booth, so you can prepare your set up.
Ask questions about what will be available for your booth and what you will need to furnish yourself for the show, prior to arriving. This will help prevent a rush at the last minute to pick up things you need for your trade show booth.
Many parts of your booth can be set up fully or partially prior to arriving at the convention center or show area, making it easier to put up the booth. If you are using drapes or curtains to block off your show, have them on their hangers, so all you have to do is hang them. If using temporary walls, have them already decorated with signage before setting up the booth at the center, so all you have to do it put the walls in place.
Be sure to have emergency items, such as masking and electrical tape, surge or power plugs and adapters, staples and a stapler/gun, markers, pens, scissors, pushpins or thumbtacks, and other items you might need to make an emergency repair or set up you hadn’t planned.
Setting Up for the Show
On the day of the show, arrive at the trade show area as early as possible. First, you need to determine whether you and your company or organization will be setting up the actual booth or if the convention center employees will be doing it. If the convention center or union employees are required to set up your booth, then you will need to have everything read to set up like you want it, and be prepared with a description or diagram of how you want your booth to look.
If you’re going to set the booth up yourself, again, having as much of the booth assembled as possible before arriving at the trade show will make set up easy. Setting up any walls or signage will be the most difficult part, so these should be set up first. If time runs short, setting up the table and other decorations can be completed while people are already entering the booth area for the show. The most important things to set up first are the walls or boundaries of your booth or area, and then any product demonstrations visitors to your booth will want to see.
During the Trade Show
Putting up literature, business cards, and other items will be ongoing during the show, so those can be put off until after the main booth is set up. Once the booth is set up, keeping boxes of literature and business cards and other free giveaways under the trade show booth table or somewhere in close reach but out of view of the visitors, will make it easier to replenish your supply.
Keep the area of your booth clean and organized during the show, and this will make the tear down of your booth easier at the end of the show.
After the Trade Show – Easy Tear Down
The best way to tear down a trade show booth is to do it in reverse of how you set it up. Pack up the small items, literature, giveaways and promotional items first, in the boxes you had them stored in during the show. Next, product demonstration items and the decorative items can be removed and boxed.
In order to leave the convention area faster after a trade show is over, leave the signage and big items attached to the drapes or walls of your booth, roll them up or pack neatly. You can always tear down the final stages of the booth later when you return to your own office or storage area and that way you don’t have to tear down twice.
With a little pre-planning and organization, setting up and tearing down a trade show booth can be easy, quick, and yes, even fun.
