Here are a few tips for trade show exhibits and booth moving and set-up.
Label Your Equipment
If you have exhibits or booths at more than one trade show, you must label all your equipment so each piece will go to the proper destination. There are a few ways to accomplish this:
- Color-code each part for each destination. Whether with post-it notes, sticky labels, or markers, each part should be clearly labeled as to where it is going.
- Color-code all parts for the order they are to be unloaded. Enhance your organization with not just labeling each part for the general destination, but for the order that the parts are to be unloaded off the truck. This will ensure not only proper delivery to each destination, but orderly dispersal and unloading of the parts when they arrive at their intended destination.
Color-code each part for where it is meant to be placed. If you only have a general idea of where to place the parts once they have been unloaded, this will lead to confusion and wasted time. Have a general blueprint, outline, or map of where each part will be in the booth or exhibit. Color-code each part respectively.
- Place each part in its specific group. Outside of color coding, simple organization of the parts as to where they are going will help. Place each destination’s parts and equipment in a specific section of the warehouse and truck. Put a barrier around each group to ensure there is no mixing of parts and equipment.
Use Small Skids and Other Equipment
Skids shouldn’t be more than 48” wide and 58” high. To utilize van space and to make handling better for the drayage contractor, please don’t put more than four skids of the recommended size in. We recommend using that size of skid, or if possible, a smaller size.
Plan Your Labor Time Wisely
In our experience, it is wise to plan labor time out in advance and allow for lots of time for transportation, drop-off, unloading, and initial move-in. For example, you may move in your booth equipment by 8:00 or 9:00 am, but more than often, move-in takes longer to do. A good idea is to have labor scheduled for at least four hours out after move-in time. If you are at a large show, you might even plan for labor the next day, or 24 hours after move-in. This way, you will ensure that workers aren’t waiting around, using your time and money.