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Understanding the Exhibitor’s Manual
3 min read
Understanding the Exhibitor’s Manual
The Exhibitor’s Manual is one of the most important documents you’ll need for your trade show planning efforts. The Exhibitor Manual is published by the show producer in conjunction with the General Contractor (Show Management) which is generally either GES, Freeman, or Champion. This post outlines the key sections of the Exhibitor Manual.
Shipping: this section details the timing and shipping details for both the Advanced Warehouse as well as the trade show venue itself. Be sure to precisely follow the details provided in order to ensure that your display doesn’t get misplaced. Also pay careful attention to the schedule as the shipping windows will be precisely enforced. Shipping to the Advanced warehouse provides you with more flexibility in terms of shipping timeframes but also requires more advanced planning.
Electrical. You’ll need to understand all of your electrical requirements and the location of electrical hookups needed. This is very important since a booth without electricity is a big problem. Key areas to understand are:
- Booth lighting requirements. Work with your display provider to understand the location of lighting and voltage required to support lighting at each location
- Computers and monitors. You’ll need a detailed inventory of all of your equipment including computers, monitors, laptops and routers as well as the locations for this equipment
- Video systems. You need a list of all video equipment to be used including monitors, players, and computer systems to drive the video monitors
- Other equipment. If you have any special equipment to display at the show you’ll need to understand the specific electrical requirements and communicated well ahead of time to the show management.
It’s important to make sure that all outlets are properly positioned prior to laying down carpet and beginning your booth assembly. You’ll generally need to cut slits in the carpet to allow the electrical outlets to show through.
Floral. It’s always nice to have a few plants strategically located in your booth to provide some warmth. The floral section allows you to contract for flowers and small trees.
Cleaning and Maintenance. With this section you can contract for vacuuming and emptying of trash cans each evening to keep the booth looking fresh.
Tables, Chairs, and other accessories. If you have any last minute needs for extra tables and chairs you’ll be able to rent them from the show management. The costs of renting from the show itself is generally considerably higher, but can help out in the case of last minute needs.