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C
onvention service contractors
have been around for decades.
Years ago, it wasn’t uncommon
for a show to have 500,000lbs of
freight, or for Associations to build
20x20 island booths. But today, a
trend that is becoming more and more
common for show management is to
cut corners or take shortcuts when it
comes to the services that contractors
can provide. Although these shortcuts
look good on your budget up front,
some cost-savings measures may end
up hurting you by the time the event
arrives. Here are some examples of
specific services that, although might
seem less expensive if you obtain them
elsewhere, may be better provided by
your convention service contractor.
SIGNAGE
All conventions use signage. It tells the
attendees where to go and what to do.
Most trade show contractors can provide
signage. But show management’s first
instinct is to price it out elsewhere.
“It has to be cheaper at one of those
national office supply chains, right?”
Whereas it could be true signage can
be cheaper elsewhere, what you risk is
the service behind the service. When
there’s an error or a meeting moves
to another room after the signs are
made, if they are printed through the
contractor it is usually easier for us to
reprint or make the changes; you won’t
need to leave your show. TIP: Read
your contract carefully. Many times
there are discounts on signage if you
can have the artwork approved early.
FREIGHT
Freight is expensive—there’s no denying
that. An easy cost-cutting measure
most seem to take is to circumvent
the contractor and ship it directly to
the hotel or convention center. But
packages and shipments get lost all the
time. During setup, stressed exhibitors
come to the service desk when they
cannot find their shipment anywhere
saying, “I know it was delivered! I
have the tracking number right here
and it was signed for by a man named
John. See?” Unfortunately, if John
doesn’t work for the convention service
contractor, or no one knows who he is,
it may be time for a long walk through
the halls of the hotel looking for the
shipment. What’s more, if the show
is in a convention center, it will most
likely be refused because usually the
contractor of the show is the only party
authorized to receive shipments. It is
much wiser to pay material handling
and know the package was received by
the contractor and will be delivered the
booth. As a show manager, encourage
exhibitors to send through the advance
warehouse because delays in setting
up their booth may affect the opening
of your show. TIP: The more freight the
contractor handles for the exhibitors,
the more likely they can offer
discounted or even complimentary
freight for show management.
REGISTRATION
Attendees love to see registration
counters lined up. It means they know
they are in the right place, and if
not, there is usually someone behind
the counter to ask. As a bonus, the
counters create a great work space for
your registration staff. Associations
seem to be getting away from large
registration set ups, especially in
the hotels. While it is less expensive
up front to have the hotel add a few
tables in the hallway, keep in mind,
depending on the size of your show
and the amount of freight, registration
counters may be complimentary. TIP:
Custom graphics can add to the cost
of Registration Counters. Most of the
time, the contractor has basic headers
to go in the counter. If you need
graphics, have them printed the first
year of the show and the contractor will
most likely store them for reuse in the
future at little-to-no charge.
Trends in
CONTRACTOR’S SERVICES
By Melissa Peticolas
Vista Convention Services
