Trade Show Booth

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When it comes to trade show booths to rent or not to rent that is the question that can perplex many an exhibitor.

The industry rule of thumb is that if you’re going to use the same trade show exhibit three times, you should purchase it instead of renting. But, if you only want a trade show booth for a one or two time trade show appearance, renting is often the best way to go.

For companies that have the choice of renting vs. buying a trade show exhibit, there are many solid and sound reasons to rent a trade show exhibit rather than making a purchase of a trade show display.

According to Candy Adams, a San Diego-based independent exhibit-management consultant, trainer, speaker and writer known as The Booth Mom®, there are compelling reasons why companies rent trade show exhibits, such as:

Lack of capital budget to replace or refurbish outdated exhibit properties.

First-time exhibitors and start-up companies which aren’t ready to make capital outlays until they’re more financially established. The executives of an IPO often want as few capital assets on their balance sheet as possible.

Companies who want to look larger and more impressive than their capital budget will allow.

Inadequate inventory of trade show exhibit properties to cover conflicting show schedules, i.e. back-to-back or overlapping trade show dates.

Different strategic or vertical market segments where a different look and feel is required.

Size requirements – some trade shows have a smaller trade show booth size requirement to “level the playing field” and some trade shows are based on sponsorship levels where the more you give, the larger trade show booth size allotment you have.

Different trade show booth footprints requiring a larger or smaller trade show exhibit.

A “try before you buy” option before purchasing a used trade show exhibit to be sure it works for you, with a portion of the rental cost being applied to the purchase.

International exhibitors coming to the U.S. rent trade show booths to avoid the overseas shipping charges.

Custom and modular trade show display rentals are about one third the cost of the purchase of a trade show exhibit. And, the options are many. Trade show booth rentals range from elaborate double decker island trade show exhibits occupying many thousands of square feet costing hundreds of thousands of dollars, to a trade show pop-up exhibit costing a few hundred dollars.

Remember, when you rent you can save money not only on the trade show exhibit rental but also on storage and insurance fees, repair and refurbishment and ultimately disposal fees — and have potential savings in transportation, material handling and installation and dismantle depending on the trade show booth properties you rent.

Renting will save you not only on trade show construction costs but also the expense of warehousing your display after the trade show is over.

Full service trade show exhibit houses offer rental options, plus counsel on whether rental or purchase is the right decision for your specific exhibiting needs–whether you plan to exhibit at the McCormick Convention Center in Chicago, the Kaiser Convention Center in Oakland, the Moscone Center in San Francisco, the Santa Clara Convention Center, the San Jose McEnery Convention Center or other exhibit centers throughout the country or abroad.

When you plan the design of your trade show display, it is important to think of your trade show booth floor as your fifth wall. The flooring of your trade show booth should always complement—and enhance—the environment of your trade show display. In fact, your choice of flooring can add a third dimension to your trade show booth.

When the city of Chicago used full-color digitally printed footprints- in- the sand on their trade show carpet, it was the starting point of a “follow me” tour of the Chicago area that made their booth 3 dimensional.

Their realistic footprints-in-sand carpet graphics enticed visitors to follow the footprints leading up to Lake Michigan shown graphically on the trade show booth wall. It was a clever way to explore the terrain of the city of Chicago and its environs. Imaginative trade show flooring can create 3 dimensional trade show booths with flooring that uses footprints, railroad tracks, and other devices that stimulate a “follow me” look.

Using creative flooring graphics can enhance the look of your trade show booth. By merely adding imaginative carpeting concepts to your trade show exhibit, you will be able to successfully update the look of your existing trade show booth. Also, compelling floor designs can act as a beacon inviting visitors to view featured products perched on top of attention-getting floor destinations.

Contemporary flooring uses materials that are now easier to use and ship. New lightweight and durable flooring materials can easily roll up like carpet. Interlocking floors are extremely portable and can handle the demands of small and large trade show exhibitors. With new 10′ wide carpet panels, flex floor panels, pre-measured padding and carpet bags with wheels, trade show flooring assembles faster, and is easier to dismantle and less costly to ship.

Today’s trade show booth flooring concepts offer a greater variety of choices than ever before—from carpets in solid or specifically dyed colors, inlays and logos, to flex floors that look like stone, metal, fabric or hardwoods. Consider the addition of a corporate logo or brand name to exhibit flooring to make and reinforce your brand impression. The application of border designs, custom inlays and carpet sculpting can significantly add a quality look to your trade show booth décor.

According to Dave Walens, President of Brumark, a flooring solutions company for the trade show and event industry headquartered in Marietta, Georgia, there are many smart and flexible innovations in flooring for today’s trade show exhibitor.

Walens mentions that one new innovation is the plastic tile raised floor that is a quick to install and an easy way to level the trade show booth floor. It has the advantage of allowing you to manage electrical, plumbing and air easily and effectively under your trade show exhibit without the threat of damage or the inconvenience of large carpeting. The system’s integrated shipping pallet makes packing, loading and unloading quick and simple. The raised floor is also pleasing to the eye and the slightly elevated surface can enhance the decor of the trade show booth.

Rubber flooring can be used for areas subject to heavy wear. The durability, flexibility, safety, comfort, slip resistance and aesthetic appeal makes rubber flooring an appealing option for both indoor and outdoor flooring applications.

Padding is also available to provide comfort for those trade show booth attendants who spend long hours on their feet. Visitors often notice the extra cushioning as well with appreciative comments to the trade show exhibit hosts.

Walens adds that, in addition to the trade show floor materials, the trade show exhibitor must be mindful of carpet accessories such as tape, clear plastic sheets used to protect the carpet from damage, and flat extension cords with lighted ends that eliminate bumps under your carpet or flooring. This works well whether you are considering a trade show booth at the McCormick Convention Center in Chicago, the Kaiser Convention Center in Oakland, the Moscone Center in San Francisco, the Santa Clara Convention Center or the San Jose McEnery Convention Center

Remember when trade show exhibitors think out- of- the- box exposure ideas for their trade show booth, they often consider overhead hanging signs. However, if you properly integrate your trade show flooring into the design of your trade show display, you can have a successful exhibit experience by providing underfoot appeal to your trade show booth visitors as well.

Never underestimate the value of the proper lighting of your trade show exhibit.

Creative lighting for your trade show booth is sure to lure more visitors. On the other hand, a poorly lit exhibit detracts from the trade show exhibit space and can leave it largely ignored. Your trade show lighting professional can use dramatic illumination techniques to create a show stopping effect or simply use lighting to highlight graphics and/or products.

It is essential for the lighting designer to know the exhibitor’s goals, exhibit design and budget before presenting lighting options. Once this is established, the trade show lighting professional can offer multiple options to maximize the visual appeal of the exhibit display.

By innovative use of different types of lighting, the same trade show booth can have a completely different look, effect and mood. There is a wide range of lighting choices ranging from a simple clamp on arm, to high quality fluorescent lighting, track or rail lighting, recessed lighting or fully programmable, changing color LED lighting fixtures.

Each of these forms of illumination serves a different purpose. The selection of the proper lighting product is therefore based on what effect the exhibitor desires to achieve.

For example, in the more decorative trade show booth using tension fabric, the fully programmable, changing color LED lighting creates a dynamic, dramatic effect that is certain to draw the attention of trade show attendees.

For a clean appearance in the same trade show booth, very white fluorescent lighting works well. If, however, dramatic shadows are desired, certain types of targeted track lighting may be preferred. Quality clamp on arm lights can be versatile enough to deliver good white light on focal points or to wash lighting evenly on backwalls. High quality white light ensures that colors and graphics are accurately displayed. Since light can also alter color, it is essential that your white light renders consistent and true color.

Keep in mind that when searching for the right lighting effect, there are a number of price options that can help you reach your goals. Be mindful that there are rental options available for very high end lighting that may be an appropriate way to satisfy your trade show budget constraints.

Rob Cohen, Vice President/Owner of Display Supply & Lighting, Inc. of Itasca, Illinois, offers examples of how a professional trade show lighting company can help you avoid two of the more common exhibit mistakes. They are:

Be aware of the electrical codes, capabilities and constraints in exhibit halls. Find out in advance what is allowed or disallowed in the convention hall to meet local lighting requirements. Find out requirements for exhibit halls whether they be the McCormick Convention Center in Chicago, the Kaiser Convention Center in Oakland, the Moscone Center in San Francisco, the Las Vegas Convention Center, the San Jose and Santa Clara Convention Centers, etc.

Be sure your trade show booth lighting products meet the exhibit hall’s specified criteria for trade show exhibitors. For example, trade show halls require 3- wire grounded plugs on all lighting fixtures at the trade show. These fixtures are not commonly available at large volume box stores.

Scope out the location of the exhibitor’s trade show site.

This is important as not all types of light bulbs are allowed in some facilities. Recent regulations restrict a couple of major conference facilities from using certain types of light bulbs often for safety reasons.

Cohen says it is critical that your exhibit house either understand their lighting options or have a relationship with a company that can advise them on trade show lighting opportunities and concerns.

Remember, lighting can either attract or detract visitors to your trade show booth. It is best to know what your exhibit display emphasis is and what your lighting options are before you design a lighting system for your trade show display.

Once you have decided that your company needs a presence in an upcoming show by having a trade show exhibit, it is important to understand the ins and outs of trade show booth selection. In order for the exhibitor to choose the appropriate trade show display, it is necessary to know the distinction among the five basic types of trade show exhibits.

It is makes good sense, then, to do your homework before you select a trade show display. The trade show industry identifies exhibits as either custom, custom modular, pre-owned, portable or rental. Each trade show display type suits a specific need depending on show requirements.

The top option is the custom trade show booth which is built from scratch with exacting booth space specifications in mind such as width, height and depth. With the custom build, you can have a one- of- a kind, eye-catching trade show exhibit that incorporates new design elements, materials and AV components that enhance your company’s powerful image. The custom trade show display can be the right choice when announcing a major breakthrough product or when you need to display your company’s dominance in its field.

The next trade show display option is the custom modular trade show exhibit which offers the dramatic trade show exhibit imaging without the higher cost of the custom trade show display. Its highly flexible components allow you to reconfigure the design or size of your booth from one trade show to the next. The custom modular trade show booth has interchangeable components such as back walls, counters, display pedestals and exterior panels. It uses lightweight structural materials such as aluminum, Plexiglas and high-grade fabrics. The benefits of the custom modular trade show booth are its simplified assembly, space-saving packing, and lower shipment and handling costs. This type of exhibit is a good solution for the exhibitor who wants a very high quality of design yet requires size flexibility and affordability.

Another option is the pre-owned trade show display that saves your company when you face a time or budget crunch. You can cut your trade show exhibit design time and construction costs by more than half when you select a previously owned trade show booth display. Professional trade show display companies have impressive inventories of top quality pre-owned exhibits for sale or rent. They often own exhibits that their clients have formerly used. You can find numerous options depending on size, design, scope and price similar to trade show display rentals. Be sure to select an exhibit configuration that fits your booth space and then modify the graphics and structural elements to conform to your staffing, image, communications and traffic requirements.

Yet another trade show exhibit option is the portable trade show booth. It is extremely easy to install and dismantle due to its skeletal frame that has attachable laminate panels which clip together offering multiple structural styles. It is lightweight and highly portable and is able to meet a variety of trade show display configurations while offering a distinctive creative image. Accessories such as bridges, counters, alcoves and backlighting can enhance the versatility of the interchangeable portable trade show display systems. The portable trade show display system can convert from tabletop to island trade show exhibits easily. It adapts to a multitude of trade show display situations with minimal effort. The ease of transporting and assembling is the key to the portable trade show exhibit. Cost-saving portable trade show displays are an especially suitable option for the first-time exhibitor and for appearances at smaller, regional shows.

Another way to go is to rent a trade show booth rather than purchasing one. Renting can be the perfect solution for an occasional island trade show exhibit; when you need to supplement your regular trade show exhibit; when you have a trade show booth scheduling conflict; or when a simultaneous trade show appearance requires you to exhibit at more than one location at the same time.

By selecting the appropriate type of trade show booth for your next show, you will be able to establish a trade show exhibit that will convey your company’s identity that fits your precise needs for any given trade show appearance. This is true wherever you have your custom trade show exhibit, custom modular exhibit, pre-owned trade show display, portable trade show booth or rental trade show exhibit– whether at the Las Vegas Convention Center, the Moscone Center in San Francisco, the Santa Clara Convention Center or the San Jose McEnery Convention Center.

Modular buildings can be broadly divided into two categories, which can further be subdivided into a number of categories. The two main divisions are –

Residential buildings – Residential modular buildings are, obviously, modular buildings that are used for residential (surprise! surprise!) purposes. Actually, modular buildings developed in the first place as a way of providing low cost and quick housing for prospectors during the Gold Rush in California. It came into prominence and became wide spread during the Second World War as a residential solution for mass accommodation for military personnel. Even today, the majority of modular buildings manufactured are for the purpose of housing.

Commercial buildings – (Beware – another obvious statement coming up!) Commercial modular buildings are modular buildings used for commercial purposes such as shops, offices and other business establishments. Slowly but surely, this use of modular buildings is growing in Australia and other countries.

Splitting hairs, we can come up with another category for these modular buildings. These constructions are also used to set up community utilities such as toilets, bath houses, lunch houses among others and are a very popular, low cost alternative to on site buildings in these cases.

Modular Building Systems are creators of modular and portable systems which provide flexibility and the space to create a quality working environment. Modular Building Systems is an Australian owned company manufacturing portable buildings for a wide range of industry sectors including education, mining and resources, building and construction, government and utilities, commercial and industrial and retail sectors. Their dedicated team of designers can produce a diverse range of buildings including amenities, telecommunication shelters, classrooms, bullet proof ticket booths, two storey buildings and special purpose designs. MBS manufacturing facilities are based in NSW and service the East Coast of Australia. Their offsite in-house construction process provides faster production and less site disruption without sacrificing architectural appearance or building quality. Their comprehensive list of construction services includes: project design, engineering, construction, site work, building commissioning and financing with, for example, buy back options.

Whatever your requirements, Modular Building Systems can supply you with the best solution for your needs. To know more about Modular Building Systems and browse through their product range, please visit the website http://www.modularbuilding.com.au .

Trade shows are excellent venues to launch new products, new offers, and upgrades to existing product lines. Why? Because, presuming you select the correct trade shows, your target market is there, accessible, and primed to learn.

Yet there is another challenge: differentiating your trade show displays from the rest of the pack vying for attendees’ attention. One way to set your company apart is to put as much attention into the development of your trade show display as you do the rest of your efforts on behalf of a successful product launch.

Trade show displays can make or break your success in attracting the kind of audience you want for the all-important launch. Starting from scratch to build a custom display ensures that your display will be fresh and in sync with the rest of the marketing supporting your launch.

Custom-built trade show displays allow you to be creative, dramatic, and highly relevant to support your launch in the most powerful way possible. There are virtually no limits to the design options you can use to make your statement and grab attention: graphics, materials, size, elevation, or AV components.

When you opt to build custom trade show displays, there are a couple of tips you may want to keep in mind:

Timing

Building a custom display takes more time than usual. Allow enough time to ensure that quality standards can be used throughout the process and that you are also not stressed out wondering if you will make it in time for your first round of trade shows.

Reverse engineer from the start of your trade show schedule. You will want to allow four to six weeks for large custom-built trade show displays and six to 12 weeks for a mid-size island or smaller.

Cost

One thing you will have to prepare for with the custom display is the cost. It is the most expensive to produce and has the highest operating costs due to size and number of packing crates.

Alternatives

If cost is the dominate concern, consider the following options which also can produce the attention-grabbing drama you want for your product launch:

• Custom Modular Trade Show Displays

Modular displays provide high quality exhibit imaging without the higher operating costs of custom displays.

Modular construction takes advantage of a large inventory of interchangeable pre-designed and engineered components such as back walls, counters, display pedestals and exterior panels. Lightweight structural materials such as aluminum, Plexiglas and high-grade tension fabrics provide simplified assembly, space-saving packing and often 400% lower shipment and handling costs.

The flexible design trend display components allow you to reconfigure the design or size of your trade show booths from trade show to trade show.

Custom modular trade show displays offer design and image quality with substantial savings in operating costs due to less weight and size and number of shipping containers.

• Portable Trade Show Displays

Yet another option is the portable system that offers trade show display versatility. Lightweight portable exhibits are ideal for trade show exhibitors who require ease of use and a variety of display configurations while presenting a distinctive creative image.

Easily set-up, the portable system has a skeletal frame with attachable laminate panels, which simply clip together in virtually unlimited structural styles. Accessories such as bridges, counters, alcoves and backlighting enhance versatility of the interchangeable portable systems.

The trade show portable systems can convert from tabletop to island exhibits in minutes and adapt to almost any trade show display situation with minimal effort. Usually your own booth staffers can transport and assemble the trade show displays themselves saving time and the added costs of drayage and contract workers.

Portable trade show displays are an especially suitable option for the first-time trade show exhibitor and for appearances at smaller, regional trade shows.

Your product launch is critical to your business. Give adequate consideration to the selection of the trade show displays that will support your launch in grand style – you won’t regret it.

From time to time, clients ask how they can keep control of trade show exhibit costs without diluting their exhibit impact. Here are several suggestions to help keep trade show display expenditures in line:

1. Consider renting a trade show booth rather than buying one.

Renting a trade show exhibit applies only if you are planning a one time or occasional trade show appearance or if you have a simultaneous trade show in another part of the country that conflicts with your exhibit schedule. It does not make economic sense to rent a trade show display if you plan to exhibit more than three times in a given year. Be sure to rent a booth that will fit into the size of the exhibit space. Renting will save you not only on trade show booth construction costs but also the expense of warehousing your display after the trade show is over.

2. Upgrade your existing trade show booth.

If you choose not to rent, you can upgrade your older booth by changing its graphics, relaminating color panels, and redesigning structural elements. This is a much more cost-effective way than starting from scratch.

3. Invest in a pre-owned trade show display.

If you do not already have an existing trade show exhibit booth to upgrade, you can find pre-owned trade show exhibits that are greatly reduced from their original cost. Many trade show exhibit houses offer top quality pre-owned exhibits that are well maintained and easily adaptable to new signage, often affording reductions in exhibit design time and construction costs by more than half. You also have options on size, design, scope and price similar to trade show booth rentals with a variety of style and dimension options. Perhaps with little more than a customized graphics upgrade your trade show exhibit can be “out the door and on the floor” in a matter of weeks.

4. Consider a lightweight trade show exhibit.

A lightweight exhibit will reduce operating costs such as freight, drayage, and storage. Select a trade show display that packs easily and is uncomplicated to install and dismantle. A custom modular or custom portable trade show exhibit can have the look of a custom exhibit, while reducing operating costs by 50 to 90 percent.

5. Pack extra supplies.

When your installation and dismantle company installs your exhibit at your trade show, you’ll find that emergency repairs and materials replacements often are costly. So keep a backup supply box filled with items that may need to be replenished at the trade show. Include power cords, tools, light bulbs, Velcro, scissors and duct tape.

6. Plan well in advance.

This will help you avoid unnecessary rush charges from not scheduling adequate lead time for the trade show display’s graphic design and production requirements.

7. Set up the trade show display during pre-show week days.

Avoid costly weekend and overtime labor costs on the trade show floor. Early trade show booth assembly also helps you to avoid last minute glitches that run up the tab.

8. Understand trade show services.

You will frequently require supplemental assistance from trade show services at the trade show exhibit hall. These are representatives and union laborers who provide such support services as installation and dismantling, carpeting, furniture, lighting, phones, drayage and security. If you are aware of the nuances of these charges for trade show services and plan in advance you can save money while avoiding numerous pitfalls.

Experience is the best teacher in keeping trade show exhibit costs under control. If your display team has limited know-how, tap into the wealth of knowledge available from the staff of a reputable trade show exhibit house. Also do your research on trade show exhibit company websites for industry insider tips.

Dick Wheeler is President of Professional Exhibits & Graphics, headquartered in Sunnyvale, California. The firm is a full-service premiere trade show exhibit, graphics and management services company. For addtional information, go to www.proexhibits.com.

© Copyright 1996-2006, Professional Exhibits & Graphics. All Rights Reserved

There are times when renting, versus owning, a trade show display makes good sense. It could be that your primary trade show booth is already in use at another show; you have budget or turnaround time constraints; or you may be testing the trade show experience for the first time.

Whatever the case, here are five fundamental guidelines that will make your trade show exhibit rental experience trouble free and successful:

1. Find a highly transportable solution

Find a rental trade show display that can be easily and quickly setup to save on trade show display installation and dismantling costs. Choose trade show exhibits that are built to survive unpredictable transport and are constructed to ensure fast, flawless trade show exhibit assembly and rapid, fool-proof trade show exhibit breakdown.

2. Choose lightweight structures

Today you can find exceptionally stable, yet lightweight, platforms such as high tech aluminum extrusion profile forms that can act as the backbone of your trade show display. Straight and curved modular elements in varying lengths also work together in virtually limitless combinations to create unique, personalized rental trade show exhibit booths.

3. Look for versatility

Being flexible is a key to providing a solution for rental trade show exhibit environments—from trade show booth interiors and dividing walls to free standing podium additions or other options.

You can define your trade show exhibit area’s space starting with a freestanding platform. You may want to create a quiet island for serious prospects amid the noise and chaos of the typical show floor. Today’s versatile rental trade show display systems even have modular wall elements that can act to enclose some or all of your exhibit space.

4. Go for clean, clear, crisp and creative functional designs

By using advanced high tech design solutions, you will be able to have a rental trade show booth that can relay your company’s message in a focused and powerful way. Contemporary rental trade show exhibit structures can be custom designed to create a personalized trade show floor statement that expresses your company’s marketing goals and objectives.

5. Create environment for interaction between your sales force and hot prospects

Whether it’s a rental trade show exhibit or a permanent trade show exhibit, the ideal trade show display encourages person-to-person interactions through attention to traffic flow within the exhibit and careful placement of exhibit design elements for maximum efficiency and accessibility to product demonstrations, product displays, and marketing literature. Make it easy for your attendees to feel at home with visible and accessible literature. Set up exhibit demonstration areas designed to draw the attendee in and make the experience comfortable.

Try out imaginative and innovative trade show exposure ideas when you rent. It’s a great way to test trade show exhibit options before purchasing a permanent exhibit or making a major trade show booth commitment.

By following the rental trade show booth tips outlined above, you will be well on the way to a having a successful rental trade show display experience. This is true wherever you have your rental custom trade show exhibit or rental custom modular exhibit, whether the trade show exhibit is at the Las Vegas Convention Center, the Moscone Center in San Francisco, the Santa Clara Convention Center or the San Jose McEnery Convention Center.

The first modular buildings were erected in the United States of America in the state of California and nearby areas during the Gold Rush. These were the perfect solution to the stark problem of housing and shelter for the large number of prospectors searching for gold in the area. The Second World War gave impetus to modular dwellings as they were a simple way of solving the accommodation problem during the war as well as after the end of the war.

In modern times, the green nature of modular buildings has made them the darling of the environmentally conscious. This realisation that using of modular buildings has a smaller impact on the environment has made them very popular these days.

Modular Building Systems are creators of modular and portable systems which provide flexibility and the space to create a quality working environment. Modular Building Systems is an Australian owned company manufacturing portable buildings for a wide range of industry sectors including education, mining and resources, building and construction, government and utilities, commercial and industrial and retail sectors. Their dedicated team of designers can produce a diverse range of buildings including amenities, telecommunication shelters, classrooms, bullet proof ticket booths, two storey buildings and special purpose designs. MBS manufacturing facilities are based in NSW and service the East Coast of Australia. Their offsite in-house construction process provides faster production and less site disruption without sacrificing architectural appearance or building quality. Their comprehensive list of construction services includes: project design, engineering, construction, site work, building commissioning and financing with, for example, buy back options.

Whatever your requirements, Modular Building Systems can supply you with the best solution for your needs. To know more about Modular Building Systems and browse through their product range, please visit the website www.modularbuilding.com.au.

Making a great trade show booth involves finding a good location where people pass regularly, creating a colorful and inviting booth atmosphere and having good traffic flow to collect and give out information quickly. Set up an effective trade show booth with advice from a businessman in this free video on marketing. Expert: Mike Mitchell Contact: www.CCUSA.com Bio: Mike Mitchell has a masters degree in education from the University of California, Los Angeles and bachelor’s degree in political science from University of California, Irvine. Filmmaker: Paul Volniansky