Once you've registered for the show, booked the flights and reserved the rooms, the real work in preparing for a trade show or conference begins. Planning and executing the shipment, installation and dismantling of your exhibit can consume more of your time and resources than all the other aspects of trade show planning combined; and that's just if everything runs as smoothly as planned! Unexpected challenges, such as lost or damaged shipments, miscommunication of delivery dates and times or last minute changes in schedules by show services can turn the best laid plans into nightmares. While you can't control every step, short of driving the delivery truck yourself, there are some simple precautions you can take in your preparation for the show, to make exhibit set up and tear down a relatively smooth and stress free process

The best advice we can offer is to start early! In managing your company's trade show program, you will be required to make many decisions regarding details and deadlines. All shows offer an Exhibitor Manual, in written form, on CD or online. The Exhibitor Manual is a wealth of information that you will need to make educated and cost effective decisions that will prevent problems in the long run. Here you will find show rules and regulations including discounts, deadlines and forms for ordering items like electrical, flooring, internet service and labor, exhibit installation and dismantling times and inbound freight deadlines and restrictions.

Decisions you must make that directly affect the installation and dismantling of your exhibit at the show site include:

• Inbound shipment of exhibit materials.
  You will have a choice of shipping in advance to the show decorator's warehouse or direct to the show site. We advise planning ahead to allow time for shipment in advance to the warehouse. All exhibit materials in the warehouse are delivered to the show floor first and placed in your exhibit space prior to the scheduled installation. Shipping direct to the show site could cause delays in delivery of your freight to your exhibit space on the day of installation. Often the freight carrier will have to wait in line for access to the dock. Once your freight is unloaded at the dock, you must wait for union labor to deliver it to your exhibit space. If time is short, you may have an option to ship late to the warehouse rather than direct to the show site, but will incur a late charge. Even so, this late charge could be less costly than the charges for your freight carrier waiting in line and your hired labor waiting in your exhibit space.
• Ordering Show Service provisions.
  You will need to order show service provisions such as electricity, phone, internet service and carpeting that need to be in place prior to the installation of your exhibit. Get these orders in prior to the deadlines posted in the Exhibitor Manual to take advantage of show service discounts. Orders placed after the deadlines will increase in cost; orders placed on the show floor will be exorbitant and cause delays. If the location of electrical, phone and internet service is of great consequence, your order should include a floor plan of your exhibit space showing preferred placement of these services to avoid further delays at the time of exhibit installation.
• Ordering Show Labor.
  You must consider how you will install and dismantle your exhibit at the show site. You may need the help of union labor provided by show services and a preferred Exhibit Appointed Contractor (EAC). Show laborers are usually mechanically inclined and can figure out the workings of most exhibit installations. Most show halls require you to use union labor. We recommend that someone familiar with your exhibit be present to oversee the union labor and manage problems when they arise. This may be someone from your company or someone you hire from your exhibit house and register as your EAC. The real value of using an EAC is the hidden savings from a reduction in time to set up and dismantle your exhibit, less chance for damage to your exhibit and your peace of mind having someone handle all related issues in the best interest of your company. Hiring an EAC will include costs that you would not incur using union labor, although the hourly wage for an EAC may be significantly less than a union laborer. Using an EAC along with one, rather than two, union laborers may offset the costs for travel, room and board for an EAC.

Using Gulf Coast Displays & Graphics as your EAC

Preparing for and working a trade show is demanding enough. In the days and hours before a show, you and your sales team have many things on your agenda aside from the set up of your exhibit. Once the show is over, not only are you tired, but there are business opportunities to follow up on. The dismantling of the exhibit does not need to be your priority. Gulf Coast Displays & Graphics is highly experienced in the Installation and Dismantling of displays at convention halls around the country.

Installation and dismantling, (I&D), of an exhibit at a show site requires a lot of planning. There are many time sensitive issues. There are many factors to consider. There are many reasons plans can change in the process. When hiring Gulf Coast Displays & Graphics as your Exhibit Appointed Contractor, to install and dismantle your exhibit, we will take responsibility for considering and managing these many factors.

We ask for a minimum of two weeks notice to prepare an estimate. Earlier requests allow us the opportunity to reduce your costs; later requests will likely mean higher costs. Our estimates will include labor, transportation, room (if necessary) and board. Because plans may need to be modified during services, our estimate is a comprehensive calculation of costs and may need to be adjusted on the final invoice

Our seasoned personnel are professional, knowledgeable, courteous and proficient and will:

There is critical information that is needed to prepare an estimate that will also assist you in planning your agenda and budget:

There are many other factors that figure into successful planning, including transportation and board. You will also need to consider electrical, phone and internet ordering and placement if necessary. Gulf Coast Displays & Graphics as your EAC can assist you in deciphering and implementing your plan for a smooth, stress-free trade show experience.