More Trade Show I & D Tips

custom trade show exhibits

Some Ways to Save $$

Items to consider before getting a labor estimate:

  • Do you have a hanging sign? If so, make sure someone on your labor team knows to assemble it for the riggers.
  • Will electric need to be installed?
  • Need any special equipment? You’ll want to arrange for it to be at your booth ahead of time if so to avoid delays.
  • Is there furniture to be assembled?
  • What are the booth materials?
  • Who will install your flooring? If you order flooring through us, we’ll handle this. If it’s through the show make sure it’s down before your install team arrives to avoid delays.
  • Who will provide the supervision on the show floor? We will if you rent through us. Otherwise, make sure someone who’s familiar with your booth will be around to ensure everything gets done as efficiently as possible!

Deciding how to ship

Direct to Show or to the Advanced Warehouse? – If timing permits, it is almost always best to ship to the advanced warehouse. That way your freight is more likely to be at your booth space by your move-in time. You’ll need to allow extra time when shipping direct to account for delays.  Delays can be caused by the truck driver having to check into the marshaling yard, waiting to be called to unload, and getting paperwork. To be safe, you’ll want to delay your labor start time by about 4 hours to give your freight time to make it to your booth before set up begins. You don’t want to end up paying your install crew to stand around waiting for something to do for hours! When renting from P.O.P. Exhibits Inc., we’ll always ship to the advance warehouse whenever possible.

Scheduling Dismantle – Always take into account the entire schedule to avoid delays when scheduling dismantle with your labor & shipping companies. Oftentimes it’s safest to schedule labor for the morning after and shipper to come later in the afternoon. This is because returning the empty freight can take a while, especially for large shows.  If your show requires the floor to be cleared by 12pm the next day you might consider scheduling labor for a couple hours after the show breaks.  

Keep in mind that if you’re renting your exhibit through P.O.P. Exhibits Inc. we’ll handle I & D for you at a guaranteed price. That means that no matter the hiccups encountered on the show floor, your price is fixed.

Preparing for Trade Show Emergencies

20x20 trade show booth

No matter how well you prepare for your show, there will always be unanticipated emergencies that come up. Here’s some items that could help you in a pinch when things don’t go quite according to plan. 

Staff & Personal items

Bottled water- bring your own is cheaper than buying water at the show 


Lint roller

Anti-bacterial hand gel & Hand lotion- to keep your hands moisturized and clean for all of those handshakes!

Breath mints

First-aid kit: pain relievers, band-aids, disinfectant, cotton pads, burn cream

Booth Maintenance Items & Tools

Clorox wipes, glass cleaner with rags and/or paper towels- have your staff avoid eating and drinking in your booth, but if a mess does occur it’s good to have something to clean it with.

Backup light bulbs

Duct tape- it’s a serious life-saver!


Packaging tape- for boxing smaller items during dismantle

Utility knife

Tape measure

Velcro- in case of graphics emergencies

Promotional items & Office Supplies

Staffer schedule/ contact info/ list of back-up staff members

Extra batteries if you use a wireless mouse or keyboard

Extra giveaway items- handy if demand is higher than expected

Stapler with extra staples/paper clips

Extra promotional literature and marketing materials

Business cards and business card holders if you have counter space

Pens, pencils, and highlighters

Notepads and post-its

Calculators — One per staff member. Everyone has calculators on their phones nowadays, but having an actual calculator looks more professional than whipping out a cell phone.

Hopefully many of these items don’t end up being necessary except to provide you some peace of mind. If you attend shows regularly it’s likely you have a similar list already. Make sure at the end of your show to make note of anything it would have been nice to have so that you can add it for next time!