The 11 Golden Trade Show Rules™
By 4sdl, Feb 4 2013 03:53PM
The 11 Golden Trade Show Rules™
Making a successful trade show stand is easy...isn't it?
So why does it always seem so difficult?
With our '11 Golden Trade Show Rules'™ you should find it easier next time. These are the things you simply must remember to have a great show
The 11 Golden Trade Show Rules™
Rule #1 – It will always happen
You know that feeling you get in your gut. You're just going through your trade show check list for the hundredth time and something on the list catches your eye. A slightly loose end? Maybe the AV guy said he would confirm set up time but hasn't called back yet. Whatever it is, you have a choice. Ignore it and assume it will be ok - or act on it.
And when you’re on site, that’s where things get really interesting.
You just knew that laying a graphic on the floor was a bad idea. But it was only for a moment
And leaning that monitor against a box of literature might be asking for disaster. But it was just for a second
And sure enough, someone stood on the graphic and moved the box of literature so the screen fell over
If there was ever a golden rule of golden rules, ‘if it can happen, it will’ is probably the one
Parades were meant to be rained on
It’s going to rain on yours, at some point. You can count on it
Question - when was the last time you ignored a gut feeling and everything worked out ok? Answer, never. So you can safely assume that is the nature of things and act on it right now!
Rule #2 – Everyone will agree to help then disappear
Great idea, a trade show planning meeting right at the start of the project. You get the Sales Manager, Marketing Manager, maybe even the MD for an hour and go over all the details
Everyone agrees to help, action points are noted, timescales agreed. You issue a project checklist with everyone's name with tasks and deadlines highlighted
One or two folks even reply - 'great summary, thanks for the prompt. I'll get right on it'.
Then what? Everyone disappears. All those commitments fade away. Every standard excuse (plus some new ones) will be used later to explain why things weren’t done
So, just remember, if this project is your baby, you're going to have to get it walking pretty much by yourself!
Rule #3 – Everything costs more
It’s not inevitable but somehow costs for trade show projects generally seem to finish higher than your original budget
Why is that? You included everything. You may even have had the benefit of last year’s final account to use as your guide
But then someone at your contractor drops the new prototype, the graphics artwork gets lost, forklifting charges are higher than expected (aren’t they always - why is that?) – there’s always something
The lesson is, always have a contingency sum available. Chances are you’re going to need it
Rule #4 – Nobody cares
You know how it is. Everything’s going well. In fact, you’ve just reported ‘on time, on budget’ to your boss
Then there’s a crisis. Could be anything
Suddenly you’re facing a major problem which is going to affect timings, budgets, maybe even
And guess what? Nobody cares. Well, they do really, but, as far as they’re concerned you’re the one to sort it out
Which, if you think about it is good. It means they have confidence in you. Or maybe they just don’t want to get involved in case it all goes completely wrong….
Rule #5 – Graphics will be late
Everyone always puts graphics high on the list as a major task to be started early and finished in good time
Why? Because they’re invariably late so planning early should help
So why is it always the same? Images are supplied late and are not good enough quality to use. The MD has insisted on final copy approval and he’s just flown to China for a week
Whatever the cause, you can be sure someone’s going to be working a late evening or two in the week leading up to the show
Isn’t graphics why FedEx ‘rush’ was invented?
Rule #6 – Everyone has an opinion
If you ask a question you will get an answer
So, if you ask several people for their opinion of a) the stand design or b) the carpet colour or c) the furniture you can be sure you’ll get lots of responses, most of them different
If you have the authority, just make the decisions and forget about being ‘inclusive’. If you need a decision from someone else, just ask the one person who can decide
Generally, it doesn’t matter what you do. You’ll still get lots of differing opinions as soon as staff arrive on the stand
Remember, there is no right answer. Trust your experience and instincts
Rule #7 – Your space will always be smaller than you think
Every time. Every single time
Whenever a client walks onto a stand the first comment is almost always ‘it’s not as big as I expected’
And it’s no surprise. Most of us are not very good at imagining space (how far is a mile when you’re looking at a view?)
And we always tend to imagine a space is larger than it really is
So, if you have the room, mark it out on the floor early on in the project. I can guarantee you’ll be double checking your tape measure
And whatever else you do, trust your designer. If he says ’it won’t fit’, or ‘that gap’s too small’ he’s probably right. Remember, he does this all the time so is likely to have a better appreciation of the actual space
Rule #8 – It will be noticed
Even on the largest of stands with acres of carpet, walls in every direction, furniture by the lorry load you can absolutely guarantee that your boss will notice the smallest imperfection as soon as he walks on
It’s like that small scratch on the laminate has a neon sign hanging over it saying ‘here I am!’
So, when you snag the stand, make sure you do it well. Trust your contractor of course (if you feel you can) and don’t be tempted to nitpick things which really aren’t important
But make sue you catch the important stuff and check it’s been done. If your contractor walks round with you on snagging and doesn’t write it all on a proper list, start worrying. Chances are he’s not even listening properly and he’s hoping you’ll forget about most of them
Rule #9 – Your competitors are not your friends
There’s always a lot of ‘friendly’ rivalry at shows. Former colleagues now working for competitors stop by to ‘catch up’ on the latest gossip
But just remember, while they’re ‘catching up’ they’re also checking you out
And you can be certain that if they see something on your stand that isn’t quite right, they’ll be telling all your customers and prospects every chance they get
After all, it’s what you would do, isn’t it?
Rule #10 – It's always further from the car than you thought
Show sites are large places. They need to be
Which means everything is a long way from everything else
So, when a colleague asks if you wouldn’t mind just taking this box of literature with you, just bear in mind that you’re likely to end up carrying that box (plus other items that always magically appear) at least half a mile
And I don’t know about you, but a box of literature can seem awfully heavy after just 5 minutes
Rule #11 – Nothing will ever be perfect
We live in an imperfect world
That doesn’t mean we should strive for anything less than perfection
But, where trade shows are concerned we also need to be realistic
Even with the best of intentions, the most thorough plan, and with constant vigilance, somehow, something will conspire to turn out just slightly different than your vision
The risk is striving to make one thing perfect while losing sight of the bigger picture
The secret is to know how to work with change, adapt to get the best possible outcome
Creating a successful trade show stand is a demanding process. Things will go wrong.
Speaking with some of the most experienced trade show managers, one thing becomes clear. You need to know how to roll with the punches. To work with what you have. To stick with your belief that it will turn out well and then to set about with determination and focussed effort to ensure that every challenge can be met with a considered and effective response
Maybe, above all else, relax. Stress comes with this particular territory. You can fight it or you can work with it