Kaete specializes in installation and dismantle (I&D) labor for trade shows and live events, and her presentation was jam-packed with helpful info for trade show managers of all experience levels. Read on for some key takeaways.

Why invest in trade shows: Some powerful stats

Trade shows are unique in that they bring together a wide variety of vendors under one roof. According to Kaete, 85 percent of decision makers say attending trade shows saves their companies time and money due to this fact. On the flip side, trade shows are typically worth the investment for vendors because 82 percent of attendees have the authority to buy.

Trade show leads are also cost-effective, costing 38 percent less than sales calls alone. Plus, 46 percent of attendees are in executive or upper management positions, Kaete says.

How trade shows are structured

Ever wonder who decides to have a trade show, who runs the show and the like? Here’s how Kaete broke it down:

• Show Management: The folks that decide to have a trade show, where it takes place, whether there will be a conference component and who can exhibit. They also oversee vendor and exhibitor contracts.
• General Contractor: The GC handles the brass tacks, including laying out the show floor, managing drayage, hiring show vendors and overseeing labor.
• Show Vendors: These include show shippers, carpet layers, electricians, A/V, riggers, decorators, etc.
• Exhibitor Appointed Vendors: These vendors include exhibit house’s like The Trade Group or I&D contractors who are hired to handle the individual exhibitor’s needs.

Tips for a successful I&D experience

Kaete recommends choosing an I&D partner known for providing quality service on a national scale – that way they can help you wherever your trade show schedule takes you. She also cautions against hiring a vendor solely based on an hourly rate. A more experienced provider may be able to get the job done with fewer guys in less time.

It’s also wise to keep detailed inventory lists, consider securing accessible onsite storage if needed and figure out how you’ll keep items at your booth secure.

Kaete also provided some detailed insight on scheduling labor, estimating labor hours, preparing set-up instructions, who to hire to supervise I&D (exhibit house, consultant or I&D vendor) and more.

Union jurisdiction – something you can’t ignore

Here’s the deal, in the trade show world, working with unions is usually a given. However, what unions you need to use and for what work varies widely from city to city. Kaete recommends reading show manuals closely and reaching out to your exhibit house for advice.

The one thing you don’t want to do is make the mistake of doing work yourself that a union is supposed to handle. They don’t take kindly to that, and there could be repercussions. Trust us on this one.

Get more tips on working with labor unions at trade shows here.

Electrical tips for trade shows

You need electricity at your booth, and you have to pay for it. The trick is figuring out how much electricity to order. Your exhibit house can be a great resource here. Need a power calculation template? Ask your TTG sales consultant to send one your way.

A couple of electricity rules of thumb Kaete shared, include:

• For lights order by WATTS, for equipment order by AMPS.
• Figure out where your electrical source will come from – floor, wall outlet, column or overhead catwalk, so you can figure out how to camouflage it if necessary.
• Be aware that power is typically LIVE during installation and one to two hours before and after show. If you need 24-hour power, you will pay extra.
• Power strip or surge protector? Kaete recommends always going for UL-rated surge protectors to protect equipment from fluctuating power.
• Order electricity early to prevent costly surcharges.

Get additional insight on the wonderful world of trade shows and electricity here.

Freight tips for trade shows

Do yourself a favor and hire a shipper that has trade show experience. Kaete also recommends going with a direct shipper – your items are shipped together, directly to the show – vs. a consolidated shipper – that ships your items from hub to hub then to the show. All or part of your shipment is more likely to get lost or delayed when you go the consolidated route.

Kaete also covered one of the most costly – yet unavoidable – trade show expenses, the dreaded DRAYAGE. Anytime your crates travel anywhere throughout the venue, you pay drayage fees. This includes from the truck to your booth to empty storage then back to your booth and to the shipper. “The cost is exorbitant – but that’s just the way it is,” Kaete says. Your exhibit house can help you avoid special handling drayage fees and forced freight fees.

Kaete was kind enough to share several forms and templates – you can download them here:

• City Checklist
• Responsibilities Included Under the Supervision Fee
• Lunch Times and Overtime in Various Cities
• Power Calc Template

Need more advice on preparing for a successful trade show?

The Trade Group is here to help. We’ve been in the trade show biz for over 30 years and have helped clients navigate I&D, shipping, drayage, unions and more – in every state in the US and beyond. If you’d like to pick our brains, just give us a call at 800-343-2005 – we’d love to hear from you.

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