"Use an exhibit house that offers a customized rental program with in-house printing and storage of your graphics. That way, you can maximize your budget by reusing existing graphics."
Exhibit Rentals Q&A
Why should I consider renting rather than purchasing my exhibit?
Rental exhibits allow you maximum flexibility for multiple configurations. You don't pay storage, maintenance or repair charges, and you can wirte off the expense immediately rather than amortizing over several years. Exhibits lose their value very quickly and are very difficult to sell once used, but you can walk away from a rental exhibit with no consequences.
What criteria should I consider when selecting an exhibit house?
Look for an exhibit house that has a wide selection of options available, not just a limited number of exhibits in inventory that don't necessarily fit your criteria. Select a company that can provide examples of actual projects and client references.
How do I avoid hidden costs?
Ask your exhibit house to provide written estimates for all services. Many companies will lowball expenses in order to win the job and the client is stuck with unexpected bills from shipping, labor and other service proders. The exhibit house should know the weight and dims of the exhibit and they should know how long it will take to set up. Make sure that all extra items are covered in the estimate, such as lighting, furniture, carpet, etc. Ask for copies of all documentation and setup instructions before the exhibit ships to the show.
How do I compare exhibit rental proposals?
It is difficult to make an apples to apples comparison when proposals are going to vary significantly between vendors. The best way to start is to prepare a detailed request for proposal so that all participants are working form the same initial criteria. Be sure to look at what materials are being used by each vendor. Pretty renderings don't mean that the booth will look like the drawing. Compare pricing carefully and determine what is included and what is not inclued in the pricing. Ask for estimates on shipping and labor, two items that can make a big difference in the bottom line.
How do I complete my trade show forms?
It's very important to note the due dates of the forms for your show. Many forms have different due dates and if you send them in late, your company will pay higher rates for the same services than your competitors who submitted your forms on time. When the forms are submitted, call to confirm receipt and keep a copy of the forms in a notebook. Do not forget that all forms require a credit card or check guarantee of payment to be processed, otherwise your services will not be completed. This is standard for all trade shows. Look for an exhibit house that offers in-house project management and will complete and submit your forms for you. That way, you know it's done correctly.
My exhibit house is offering to pay for our show services and bill us later. Is this too good to be true?
Yes, it is. Exhibit houses gain extra profits by estimating your show service fees, mark them up higher and bill your company for the marked up rate. It's much less expensive to pay your services directly. For the simplicity of the "single payment", your company ends up paying much more and the exhibit house keeps the profits. Look for an exhibit house that offers in-house project managment and budgeting.
My exhibit house is offering a "turn key" solution that includes the shipping and labor. Is this too good to be true?
Yes. An exhibit house that includes shipping and labor is billing your company at an inflated rate. Look for an exhibit house that offers "direct billing" by the shipping and labor to your company. This ensures that no mark ups are being made on your shipments and labor.
My exhibit house offered to print our graphics through a third-party print vendor. Is this a good idea?
No. That means they are simply passing your files onto someone else and charging you for it. Look for a exhibit house that has full in-house large format printing, mounting and trimming capabilities. This allows complete quality control and color correction, as well.
I don't know much about trade shows and am afraid that one mistake will cost my company thousands of dollars. What do I do?
Trade show forms and deadlines can be a daunting challenge, even for those that have trade show experience. Unfortunately, late or incomplete forms usually equate to higher rates as a penalty. Rather than do it yourself, use an exhibit house with in-house project management. They will ensure that your forms are submitted and your budget is current and accurate.
We exhibit at many shows throughout the year, most with different sized exhibits. What can we do to maximize our budget?
Use an exhibit house that offers a customized rental program with in-house printing and storage of your graphics. That way, you can maximize your budget by reusing existing graphics from one show to other or simply printing new graphics where needed.
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