Bullet Proofing Your Exhibits Program
A crucial material suddenly becomes unavailable and the cost of the replacement is several times higher ….The show promoter has changed your booth location -- and your scenery is too tall to work in the new space… Your graphic prints are sized wrong and the colors are “way off”… A show laborer drops your plasma television and runs off in a panic…
Even the most reputable exhibition partner can solve these problems with on-the-spot decisions that are actually contrary to your event marketing goals. The good news is that you can make your exhibit “bulletproof” (or at least “bullet resistant”) if you maintain complete control of your exhibits program. How do you stay in the loop and, more importantly, in control? You won’t like the answer -- it’s paperwork. It’s nobody’s idea of fun, but keeping a clear paper trail is the only way to protect yourself and to ensure that your vendors know exactly what is expected of them.
- Contracts. Make sure that you agree with all the terms set forth in sales order documents (especially regarding payment), and that they include a written description of what you’re buying. Don’t be afraid to cross out items that you don’t agree with and replace them with what you expect. Get everything in writing and be sure to save your e-mails for backup
- Material Approval. Managers should request to be part of the material selection process of their custom exhibit builds. This process includes examining all the available material samples. Once you’ve selected the right materials, be sure to initial and date the selection and keep a sample on file to refer back to during the exhibit preview. Also request that the exhibit producer provide you with a written confirmation of the material selections (just in case you misplace your samples).
- Construction Drawings. Request that your exhibit company provide you with a copy of the construction drawings prior to the build. Check the dimensions of all the scenery and make sure that it fits with the venue requirements for each of your shows. Time permitting, request that construction does not begin until you have reviewed and approved the drawings. These steps will help you to stay aware of any key construction decisions that affect the look, feel, and management of your display.
- Controlling Costs. To prevent unpleasant financial surprises, you should always request your exhibit supplier to provide estimated crate dimensions, weights, and installation and dismantle labor requirements of your new display. Use this information to calculate your drayage, freight, and storage costs. Note: At times, you may need to ask a vendor to cut corners to save money, but be aware that hasty design changes may make your exhibit less manageable. Remember, your company may well be using this display again and again. Spending a few extra dollars now may save you untold cash later on.
One last thought, beware of companies that don’t like paperwork. Paper -work tends to expose the truth, and under-performers don’t like being exposed.