Photo from cesweb.org

People always debate about which trade shows are the largest in the US. The true answer to that question depends entirely on what factor(s) you are considering related to the size. For this article we decided to list the largest trade shows by three separate factors including attendance, square footage and number of exhibitors. Considering that it appears on all three lists, we would consider International CES (Consumer Electronics Show) the largest in the US. Please comment to let us know which list you would consider the most significant to represent the true largest us trade shows. You be the judge.

Largest Attendance

People love their vehicles. That’s why it might not be a big surprise that the trade shows with the largest attendances are mostly auto shows. Below is a list of the top 10 biggest trade shows based on attendance:

1. New York International Auto Show
2. Washington Auto Show
3. North American International Auto Show (NAIAS)
4. Airventure Oshkosh
5. Dallas Auto Show
6. National Farm Machinery Show
7. Philadelphia International Auto Show
8. Automotive Aftermarket Products Expo (AAPEX)
9. International Consumer Electronics Show (CES)
10. Miami International Boat Show

Largest Space (square footage)

Trade shows with large amounts of attendees require more space. When those shows also require products that are quite large, the space has to increase even further. Here is a list of the largest US trade shows that have one million square feet or more:

1. World AG Expo
2. Conexpo/Conagg
3. International Consumer Electronics Show (CES)
4. International Manufacturing Technology Show (IMTS)
5. Atlanta International Gift & Home Furnishings Market
6. International Construction & Utility Equipment Expo – ICUEE
7. National Business Aviation Convention & Exhibition – NBAA
8. Airventure Oshkosh

The Most Exhibitors

For a trade show to thrive, there have to be exhibitors. Those are the companies that make the show possible. These are the top ten trade shows with the largest amount of exhibitors:

1. MAGIC Marketweek
2. Process Expo (FPSA)
3. International Consumer Electronics Show (CES)
4. NY NOW – New York International Gift Fair
5. ASD Las Vegas
6. National Hardware Show
7. Offshore Technology Conference (OTC)
8. Atlanta International Gift & Home Furnishings Market
9. JCK Las Vegas
10. Conexpo/Conagg

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Unfortunately, there is not a universal set of rules, regulations or forms when exhibiting at trade shows. Each show will present unique challenges to decipher the “show book” and properly order services.

The following overview presents the steps you need to follow and the forms you will need to fill out when exhibiting at trade shows. We call it the anatomy of a trade show.

1 – Shipping

Shipping your exhibit and materials to a trade show almost always offers two choices. The first choice is to an advanced warehouse address and the second is direct to the show site. There will be advantages to each option that varies by show. For much more specific details on shipping freight to trade shows read our article titled: Inside Trade Show Shipping.

2 – Material Handling

Material handling is often referred to as “drayage.”  This is a significant expense and varies greatly in different states. Other factors that determine the price can include the show’s general contractor as well as if you choose to ship direct to the show or to the advanced warehouse. A typical rule-of-thumb when trying to budget trade show expenses is to average the expense at approximately $1 per pound. A sample material handling order form can be found here. 

3 – Flooring

Most trade show exhibitors rent their carpeting or flooring. All trade shows will offer the option to rent flooring directly from the show. There is an order form in the show book for this. There are many benefits to ordering your flooring direct from the show, but the cost is usually very expensive in comparison to other options. You can of course ship your own flooring to the show, but the cost to ship the flooring is just the beginning. You will also be charged for drayage to bring your flooring in and labor to install your flooring.  For a much more detailed overview of trade show flooring options read our article titled: Exploring Trade Show Flooring Options

4 – Electricity

The electrical order form is almost always separate from the main services order forms. These services come from a different union that is usually operated by the venue and not offered by the general contractor. Filling out this form will require a plan view of your booth space that shows how your booth is situated on the floor compared to your surrounding booth numbers. The cost for electricity is based on the amount of power (in watts) that you will require. Take a close look to see if there is an additional, separate form required to order labor to run your power distribution and connect your devices. Some venues include this cost in the price of the electricity and some charge separately.

5 – Labor

Labor rates and regulations vary greatly from State-to-State and even City-to-City. State and local laws govern regulations related to labor. Some states are “right-to-work” states which means that the exhibitor has a right to setup (and/or help in the process) their own display. We all heard the horror stories about Chicago, Boston, Philadelphia and others cities where an exhibitor is literally threatened by the union for trying to setup or help setup their exhibit. We have more on that topic in our article titled: Truths and Myths of Trade Show Labor. Labor order forms are based on the number of hours (per laborer) that you will need to setup and dismantle your display. You can also hire a 3rd party company that is in the local union and approved to work in the building. The cost per hour will most likely be exactly the same, but you will often find these companies are a little friendlier and easier to deal with. If you decide to hire a 3rd party you will have to notify the general contractor in advance and fill out a 3rd party authorization form. The form is often referred to as an “Exhibitor Appointed Contractor” form. More information on trade show union labor can be found on an earlier article titled: Truths and Myths of Trade Show Labor

6 – Hanging Signs

We all love hanging signs. These are the large circles, rectangles, squares and custom shaped graphics that get hung from the ceiling high above your exhibit space. Like most trade show details this will require additional rules and forms. Some shows will require that all hanging signs are delivered in advance prior to the rest of your display. Separate hanging sign labor and/or “rigging” order forms are usually required.

8 – Payment Authorization

All of the items and services you order will require payment in advance to accompany your order forms. You can fill out all of the forms and mail them in with a check or you can fill out the credit card authorization form and fax everything in. Keep in mind that the majority of the costs you filled out on the forms are just “estimates” and the show will charge you based on the “actual” costs before they will release your exhibit at the end of the show. The show will weigh your freight and have you sign your labor in and out to provide them with the actual numbers. You should expect to fill out at least two (GC and electrical) and probably more payment authorization forms.

9 – Accessories and Novelties

In addition to the required items listed above, exhibitors can order many more accessories and novelties from the show. These items will also require separate order forms and payments. Items can include furniture, floral, booth cleaning, lead retrieval equipment, internet service, food or coffee service, a host or server, photography, and in some cases even plumbing or natural gas lines. All of this and more is commonly offered in your show book. It’s all of these items that can make the process of ordering show services such a daunting and confusing task.

10 – Checklist and Summary

In addition to the individual forms for services there is often a checklist or summary form that you will need to fill out. These checklists are helpful (when provided) because they will list the items we outlined above to help you ensure all of the required forms have been completed. However, the main checklist in usually incomplete and will not include the items that are not ordered from the general contractor. Electrical, hanging signs, and the majority of the accessories listed above may not be included on the checklist.

For more in-depth articles on exhibiting at trade shows please follow our Google+ page to be alerted as new articles are published.

The post Anatomy of a Trade Show appeared first on CDS Trade Show NEWS.

photo credit teamster.org

If you exhibit at trade shows in the USA you have most likely run into issues with trade show labor regulations at some point. The rules will vary depending on the city you are in. Some states have laws protecting exhibitors. These states are often referred to as “right-to-work” states.  The following link includes a map state-by-state. The map looks very similar to the electoral college map during elections. The blue states are right to work. Even in a right to work state there can still be regulations as to what you can and cannot do that are mostly based on the contract you signed when you decided to exhibit. It is common for strict union labor states to also allow some exceptions based on the contracts between the show management, General Contractor and exhibitors.

Common Exception

The common exception waiver in strict union states is to allow an exhibitor to set up their own display if they they meet all of the following requirements. 1. The display is 10′ x 10′ or smaller, 2. Tools are not required, and 3. It can be completed in 30 minutes or less.

Trade Show Labor Options

When show labor is required the local union sets the price per hour in each city. The rate per hour can range from $85 per hour all the way up to $185 per hour depending on where you are exhibiting. Show management will have a contract with a general contractor that can provide the labor, but you can also hire a 3rd party, union certified contractor to provide your labor needs. The cost is almost always exactly the same, but when you hire a 3rd party company you have a higher probability of receiving very experienced workers as well as an account rep that wants you to be happy.

Unfortunate Truths

Unfortunately, many shows manipulate the schedules which can cause very inflated costs for show labor. Standard show labor rates are based on “straight time” which is typically between 8 AM and 4 PM Monday through Friday. If your hire labor for any other hours you will have to pay time and a half or even double-time for each hour. It’s not uncommon for a show to require you to setup during off-hours or on a weekend which automatically causes the additional labor rates to apply. If this is a concern to you, be aware and always request the setup days and times with your show rep before booking space. Show management may be willing to offer you a discount on your floor space to combat this issue if you know to address it upfront.

Exhibitor Appointed Contractors

Any 3rd party that you hire to work on the setup or dismantle of your exhibit would be considered an Exhibitor Appointed Contractor. (EAC) You will be required to inform the show management that you plan on using an EAC. Your show book will include a form to fill out to use an EAC.

Get To Know Your Labor

If you often exhibit in the same cities you should make every attempt to form a relationship with the floor manager and exceptional labor that you may have received. Treat your labor with respect and they will often reciprocate. If you chose to hire an EAC or work with the show management’s GC you should try to get to know the players and make arrangements to use them again in the future. A few notable stand-outs that we work with are Jason Pirotti with Spectrum at the Javits Center, Ken Mattingly with Zenith in Las Vegas and “Cali Bob” with Freeman in Anaheim. Please give a shout-out to your notable laborers in the comments section. We encourage you to elaborate on this article and share any labor-related stories in the comments below.

The post Truths and Myths of Trade Show Labor appeared first on CDS Trade Show NEWS.

Photo courtesy of Expand Media

There are some many options, regulations and budgetary considerations when choosing your trade show flooring that we decided to list and overview them in detail. When you reserve booth space at a trade show it does not include flooring. The most common flooring at trade shows is carpeting, but more and more exhibitors are opting for other surfaces such as wood, vinyl, printed graphics and even raised or light-up structures. Each option will have it’s unique pros and cons. We hope this article helps.

1 – Traditional Carpeting

This is the most common trade show flooring. The majority of exhibitors simply rent their booth carpet from the show management contractor. The main advantage to this option is ease. The rental cost includes delivery to your booth and installation. In most cases your carpet will be installed before you or your exhibit properties show up. It is also common for the cost to rent carpeting direct from the show to be about the same (slightly more) as the combined costs of shipping, material handling (drayage) and installation of your own carpet.

However some shows can really overcharge for carpet rental and it is advised that you compare the costs from show-to-show. There are also 3rd party companies that offer very reasonable rates for trade show carpet rentals. These companies are able to reduce the shipping and installation costs by having inventory and workers in all the major trade show cities. Ask your exhibit company about this option. These 3rd party companies have partnerships with most major exhibit providers. This allows them access to more customers and multiple bookings per event.

2- Wood Flooring

It’s extremely uncommon for show management contractors to offer any flooring options other than carpet. The most common non-carpet flooring used is wood. There are several options for wooden flooring. Everything from real wood, to composites and faux wood can be found on the show floor.

Real wood has a great feel and you can tell when it’s real. Installing real wood however is very tricky and virtually eliminates the option of power distribution under the flooring. Some composite wooden floors come as an overlay on top of fabricated plastic tiles. The tiles will have grooves underneath to allow for power distribution. These are great options when the end result is more important than cost.

The newest option in wooden flooring is bamboo. Bamboo is real wood and due to the nature and flexibility of the wood itself it can be rolled up and rolled out the same way we use carpet. Another “roll-up” option for a wooden floor (look) is to use printed floor graphics as shown in our feature photo above.

3 – Printed Trade Show Flooring

Technology has finally allowed for high quality and affordability to bring full-color, printed trade show flooring front and center as an option. Considering the high cost of floor space and the need for branding and messaging at your booth space, printed flooring can help you to extend your brand, deliver more messages and simply stand out at a trade show. Most exhibit providers now offer printed trade show flooring as an option. Choosing an experienced provider is important because most printed trade show flooring will ship in multiple pieces that alight to each other for a seamless look. Beware of the chance that seams will not line up perfectly. This can avoided by planning and quality control.

4 – Vinyl and Rubber Floors

Another option for trade show flooring is traditional vinyl, linoleum or rubber based flooring products. These options can make a visual impression while providing a little cushion for your feet. More and more companies realize the value in foot and leg comfort for the employees and visitors and are opting for rubber-based flooring options. These products can also be printed, but it is more common to have bright colors and patterns.

5 – Raised and Platform Flooring

A raised floor is surely the most expensive option, but it helps you to really stand out from the crowd. In addition to the visual advantages, raised flooring allows for complex wiring of power and data cables underneath. The advent of wireless technology has reduced the ROI for raised flooring to accommodate wire management, but it still makes a great impression.

Raised or platform floors can also accommodate lighting and light effects such as changing colors, flashing and strobe effects. The most common raised flooring options are large tiles with insert panels. The panel inserts can be any combination for wood, acrylic, carpet or graphics.

Additional Considerations

With any flooring option you have additional details to consider. With traditional carpeting there is the “thickness” of the carpet which is always referred to in ounces. The thicker the carpet the higher the ounce. Carpet will usually range from 13oz up to 50oz. Carpet padding can also be used to add comfort to your floor. Visqueen is an original brand name for the plastic sheeting that is commonly used to cover your flooring after it is installed. Visqueen will protect your flooring during your exhibit installation and is usually left on until a few hours before the show opens.

The post Exploring Trade Show Flooring Options appeared first on CDS Trade Show NEWS.

Photo credit SignatureBoston.com

Shipping your display properties and equipment to a trade show is a costly expense. There are many variables that will not only help you maximize your budget, but can also save you from frustration at the show.

There are usually 2 options when shipping to a trade show. The first option is shipping to an advance warehouse and the second is to ship direct to the venue.

Shipping to Advance Warehouse

Some shows will encourage you to ship to their advanced warehouse and others penalize you. This really depends on the event management company and venue. Other factors may include schedule conflicts and timing related to the show that is using the venue prior to your event. Exhibitors should look closely at their material handling order forms prior to choosing an option. Some shows will charge a premium to ship to advance warehouse and others will provide a financial incentive. It really depends on the show. Knowing the difference can save you money.

Unless there is a significant cost savings or if your freight just is not available in time, shipping to the advance warehouse is advised. The actual shipping costs are usually less to an advanced warehouse due to little to no chance for waiting time. Also, advanced freight is the first be delivered to the show floor. This eliminates the possibility of being on site with labor scheduled, but not having the freight to start working with.

Shipping Direct to Show Site

Once again there may be cost incentives or penalties for choosing this option. Each show will vary so check your service manual. In addition to potential cost savings for material handling rates, the main advantage to shipping direct to a show site is simply more time. If your freight is not ready for any reason to make the warehouse deadline then shipping direct to show site may be necessary even if there is not a cost incentive.

Depending on the size of the trade show you are participating in there may be “targeted” delivery days and times for shipments arriving direct to the show site. This is most often represented by a color-coded version of the floor plan that lists booths by number. You will need to find your booth number on this map (floor plan) to see what color section you are located within. The larger the show, the more colors. Having a targeted move-in date on a weekend, or outside of normal business hours will increase the freight cost from your shipping company. Another factor that will add to the shipping cost is a “small window” for the delivery. Shipping costs will rise significantly if the shipping company can only deliver between 3 PM – 7 PM for example.

Choosing a Shipper

Almost every show management contractor will try to sell you shipping. It is a good idea to allow them to provide you a quote, but highly advised to get other quotes as well.  Occasionally we see the best shipping price coming from show management, but it is not very often. When shopping for shipping or freight services to a trade show you should consider getting quotes from show management, from your exhibit provider and direct from a freight company. Exhibit producers receive the best wholesale rates in available and usually work on a very small commission or markup. In addition, your exhibit producer will probably have a longstanding relationship with the shipping company and receive priority service and 24 hour access to them.

Levels of Shipping Service

Not all shipping quotes will be based on the same type of service. Unless you have a full trailer load most shipments of trade show freight are not shipped direct. Therefore your freight can be loaded and unloaded from truck-to-truck several times before it arrives on site or final destination. Of course each time your freight is handled there is a risk for damage to the crates and contents. The term for this type of shipping is “LTL” which literally means “less than [truck]load.” For LTL shipments the freight will be handled and moved at least 4 times. First at the pick up location, next at the local “hub” in the state where the fright was picked up, a third time at the “hub” in the city you are shipping to, and finally at the advance warehouse or convention center for your show.

So now you know why your exhibit crates get damaged so often. Unfortunately, it is common and possible for the shipments to be shuffled even more. We have heard stories of two trucks meeting in the middle of nowhere trying to move crates from truck-to-truck without the proper material handling equipment. This is the number one factor in damaged crates. Happy Shipping!

The post Inside Trade Show Shipping appeared first on CDS Trade Show NEWS.

Booth selection is the first step when you decide to participate in a trade show. How early you reserve your space will determine the available selections. The best booth locations go first and most annual shows have their “regulars” who renew the prime locations each year. Previous exhibitors receive the first right of refusal for their previous location in a similar manner to season tickets at a sports arena.

 As with season tickets, the most premium locations will only become available when a company does not renew the space prior to a certain deadline. For many shows this deadline takes place at the previous year’s event. This process is referred to in the industry as “space draw.” Space draw usually takes place in one of the large conference rooms at the trade show venue or even at a booth space within the show floor. It’s here that the show’s sales team books the majority of the floor space for the following year’s event.

Top things to look for in a booth space!

1. 1 – Facing the entrance
2. 2 – Being situated in a main traffic aisle
3. 3 – A location near an “anchor” exhibitor
4. 4 – Corner booths (intersect 2 traffic aisles)
5. 5 – Free of pillars or obstructions
6. 6 – Good ceiling height
7. 7 – Proximity to food or restrooms

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