Working with Show Management
No trade show blog would be complete if we ignored a reality of our lives: Anything and everything we do is subject to the approval of those on high. Yes, show management, the fire marshall, and anyone else deemed “convention hall authorities” are essentially the deciders of our fate. As unfair as it may seem, that’s the industry we’re in, so we, exhibitors and exhibit providers alike, need to take great care whenever addressing concerns they may have.
Anyone have a story of how they gleaned a scornful eye from show management? Perhaps you didn’t get that variance that you expected? Or perhaps business as usual was put “on hold?” We’d love to hear your story, as we can all learn from one anothers’ mistakes. Some helpful wisdom from our more experienced account managers, however, may yield improved results for beginners-
Approval dates are real, but flexible. Show management is asking for a final floorplan, but it’s still 2 months out from the show date - ridiculous, right? All the same, you need to contact show management, let them know you have not finalized your exhibit design (you might not have even chosen a vendor at that point), and agree on a date that might be more realistic for your situation. Remember: You will be working with these people for years to come, so treat everyone with dignity and respect (regardless of how you are being treated).
No design is final - unless the fire marshall agrees. Keep a keen eye out for canopies and enclosures. Thinking of your exhibit as a single family home, and referencing how stringent a building inspector would be when looking at a builder’s floorplan should give you a better frame of reference when dealing with the fire marshall. They are responsible for the safety of tens of thousands of show attendees. Remember that the first McCormick Place burned to the ground in 1967. Setup for the International Home and Housewares Show concluded with a raging fire - extinguished just in time for show open (the building was completely destroyed). Caused by faulty exhibit electrical wiring, highly flamable exhibits were kindling for the blaze that took the life of a security guard.
While the relationship between show management, exhibitors, and exhibit providers may be tense at times - and outright adversarial at others - there is no alternative. Their role is necessary, and exhibitors need exercise great care to ensure that the relationship is as harmonious as possible. Have a good story to share about your experience with show management, the fire marshall, or other authorities? Let’s hear them!
Tags: trade show blog
May 20th, 2009 at 9:25 am
We once designed, sold and installed a 12ft. high inline for a brand new, wonderfully cooperative, thankful client. It was a great success…until show management made us aware that the back wall…in all it’s curved header, Plexiglas, mural graphic glory…was FOUR FEET too tall. “No worries,” I thought. I’d been granted a height variance months ago! But alas, I didn’t get it in writing….so it didn’t matter one bit. So we dismantled it (on overtime), moved it to another location (on overtime) and re-installed it (on overtime). The client was understanding (which was a surprise…I would’ve been livid) but frustrated because all their pre-show mailings (ie. visit us at booth number 1234!!!) were obsolete.
The moral of the story? GET EVERYTHING IN WRITING…BECAUSE NO ONE CARES ABOUT YOUR PLIGHT.
May 20th, 2009 at 3:00 pm
We were told by show management at IAAPA 2008 that we could do a certain style of exhibit at the 09 show. Voila, the 2009 show is in Vegas, and show management can’t control the fire marshall’s disapproval of the booth design. We’ll need to spend tens of thousands to get a sprinkler system installed that soothes his concerns…
I didn’t realize that about mccormick place - i guess it makes sense, but I still think they exaggerate because of some kind of power trip. What are you gonna do, right?
February 14th, 2010 at 2:57 pm
Hey I like your blog found you on google and its good to see that there are honest people out there.