by Lisa Grimaldi | November 01, 2006

This second part of a two-part checklist was compiled with the assistance of Candace Adams, CTSM, CME, CEM, CMP, CMM, founder of “The Booth Mom” Trade Show Consulting (www.BoothMom.com), based in Vista, Calif.

Shipping

  • Determine a complete shipping inventory.
  • Determine if shipment will be sent to a warehouse in advance or if it will be sent directly to the exhibit facility.
  • Determine mode of transportation (i.e., common carrier, van line, air freight, company vehicle).
  • Request shipping quotes. Evaluate quotes and award contract to shipper.
  • Finalize information with carrier, exhibition facility, corporate warehouse, etc., regarding shipping to/from show.
  • Print or obtain two sets of shipping labels (to facility and from facility).
  • Installation and Breakdown

  • Select installation and breakdown contractor.
  • Notify show management if using an exhibitor-appointed contractor.
  • Confirm that the contractor has completed all required paperwork and payments.
  • On-site

  • Pick up badges at exhibitor registration.
  • Confirm on-site services at the respective contractors’ service desks.
  • Confirm inbound shipment inventory/weights.
  • Supervise exhibit and equipment installation.
  • Deliver press kits to press room.
  • If spaces weren’t assigned in advance, confirm with show management personnel the date/time for on-site booth space selection.
  • Pick up rented lead-retrieval system.
  • Provide in-booth orientation and staff training.
  • Hold meetings with staff at the end of each shift, and make any changes as needed based on the feedback they offer.
  • It’s a good idea to audit the general services contractor, the subcontractor and facility utility invoices for accuracy.
  • Pick up blank bill of lading from general services contractor service desk.
  • At Show Close

  • Return lead-retrieval system.
  • Return rented show phones/cell phones/walkie-talkies.
  • Retrieve extra press kits from official press room.
  • Supervise dismantling of equipment and exhibit.
  • Supervise repacking of all exhibit properties and label for shipment; complete bill of lading.
  • Turn in bill of lading at general services contractor’s freight desk before leaving show site.
  • Post-Show

  • Submit personal expense report.
  • Fulfill show inquiries/requests.
  • Write thank-you notes to booth staffers, vendors and the show staff.
  • Distribute post-show staff surveys; be sure to follow up; compile the results.
  • Measure/analyze return on investment.
  • Audit final invoices; finalize show budget.
  • Hold post-show team meeting to share results and solicit improvement-based feedback.
  • Compose post-show analysis report and executive brief; distribute to all stakeholders.