Top 5 Items that a Great Set of Trade Show Exhibit Set-Up Instructions should Include

1. Overview – Usually a front page “roadmap” showing multiple views of the booth space and it properties i.e. floorplan, elevation, and perspective. Also should include a drawing schedule and some type of indicator(s) of booth location and orientation.
   
2. Shiplist – Not many display companies include this integral part to the overall scope of the project. The shiplist is a master document that includes all properties shipping to the show listing sizes, weights and contents. This one page can save possibly hours on the show floor once your crates/skids start making their way to your booth. Keep in mind your I&D contractor may have never worked on this booth before, but with a helpful shiplist, itemizing properties will allow him to locate the crate containing what he needs to get the job started and continue in an organized manner – thus saving you time and money by not wasting time looking through crates.
   
3. Utility Layout – This page is a clear picture of utility requirements that may be needed to bring your booth to life (electrical, internet, etc...). They may also include telephone, compressed air, and water. Accurate dimensions and valid descriptions of what the requirements are at that location are detailed in this layout. It can also be very helpful to include a legend or key as an indication to what and how many utilities are needed to complete the installation.
   
4. Hanging Signs/Structures – A large majority of exhibits today utilize some type of hanging sign and or structure. Since the installation of these properties is now handled almost solely by the riggers employed by the hall, it is usually a good idea to give them a clear indication of what and how you plan to hang these items from the ceiling. A floor plan and elevation with clear notes indicating structure assembly and any special hardware that may be needed is included. Let them know whether a sign is rotating or not, as this could incur costly labor later if not done right the first time.
   
5. Assembly of Properties – Probably the most important page of all--without it, you have no booth–right? Always include numbered layouts of wall panels and other significant properties. It is a simple step, but often is overlooked. As the detailer, you typically already know how something goes together, but out there on the show floor it’s just a bunch of wood and laminates. In addition to numbering properties, it is also helpful to label them in exploded views including any specialty hardware or tools. Include graphics info in the assemblies indicating locations and orientations as this information is available. Having the assembly detailed will save time and confusion during the set-up, and ensure properties are returned to proper locations during dismantle.
   
   Though there are many more aspects to a fully successful exhibit installation, a complete and thorough set of assembly instructions are essential to helping your booth become a success. The items mentioned above are certainly not all you need to create an effective set of prints, as each and every booth is different from the next one. They are however, key elements that should always be included when preparing set-up drawings. Not only do these items help you complete the install, they also can help with the bottom line – the dollar sign. Your marketing department will thank you!

---Sam, Project Coordinator http://www.linkedin.com/pub/sam-dresner/10/b76/827