Trade Show TalesBlog

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If Hotels Were Run Like Trade Shows

July 10th, 2023 COMMENTS

A guest approaches the reception desk at a hotel and says to the desk manager, “Hi. I’d like a room for a week, perhaps longer.”

“Sure,” replies the desk manager. “Will it be a single, double, or suite?”

“A single is fine.”

“Great. For a week, the price is $17,000. You’ll have access to the room for 8-10 hours per day. ”

“Pardon me?” says the guest. “I don’t think I heard you correctly. I can only use the room for part of the day? What’s that all about? And what’s the deal on the price?”

“The price is the price. It’s non-negotiable. For security reasons, we limit access to your room. You wouldn’t want someone wandering into your room when you are not there.”

“Aren’t there locks on the door?”

“Oh no!” explains the desk manager. “You can lock your valuables in the dresser or closet, but the room doesn’t have a door.”

“Odd,” says the guest, “but I’ll take the room.”

“Do you have any luggage?”

“Of course. It’s outside. I’ll go get it.”

“That’s not allowed!” shouts the desk manager. “We have a contractor who does that. They’ll get your luggage, bring it to your room, and remove it when you leave. It will cost between $3000-$15,000 depending on how much luggage you have and how much it weighs. Please pay the contractor directly for this service. Not me.”

“Anything else?” says the guest. 

“Of course. Sheesh! It’s like you haven’t stayed at a hotel before. We have several contractors who specialize in unpacking and packing, including assembling your bed. You can choose the contractor you prefer. I’m assuming you’ll want electricity, a television, Internet, water, and cleaning services. Those are all separate fees from separate contractors.”

“So, the room doesn’t have a bed?” asks the guest.

Hotel Room
I’m assuming you’ll want electricity, a television, Internet, water, and cleaning services. Those are extra.

“Don’t be silly,” says the desk manager. “How would we ever know what type of bed you want? Only you know that. Although we’re happy to rent you a bed that’s been used by other guests for years. For all the services listed, you can expect to pay an additional $36,000.”

“To be honest with you, I thought this would be simple. I have a big deal to close this week, so I guess I don’t really have much of a choice. Does the hotel at least have a morning breakfast?”

“Absolutely. Here’s a menu and price list. Please note that bottled water is $8, a large cup of coffee is $12, and a sausage biscuit is $20. Also, if you bring any food to your room, we’ll charge you a fee.”

The sausage biscuit is $20 or two for $36

“Well, I’m here so let’s get started,” says the guest. “By the way, if I decide to stay another week, when do I need to let you know.”

“Well, that’s complicated,” responds the desk manager.

“We only rent the property for a week. Then another company rents it next week. It changes all the time. You’ll have to start the process all over again if you decide to stay longer.”

“To be honest with you,” says the guest. “From the perspective of the customer paying the bill, this seems like a crazy way to run a business. And insanely expensive! Why would anyone stay at a hotel more than once?”

“Habit mostly. Guests who understand the process start by creating goals and a strategy for making money while they’re here. Others, like you my friend, arrive without a clue and probably will never come back. Which is fine. There’s always someone who needs a room for a week, even if they don’t know why. May I have your credit card? You may want to give me two or three since we’re likely to hit your limit.”

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Classic Exhibits Inc. designs and manufactures portable, modular, hybrid, and custom exhibit solutions, including Symphony Portable Displays. Classic Exhibits products are represented by an extensive distributor network in North America and in select International markets. For more information, contact us at 866-652-2100 or www.classicexhibits.com.

Trade Show Staffing: Assembling the Right Team

June 30th, 2023 COMMENTS
Trade Show Staffing

Trade show booth staffing should be easy. Tell the sales team to go to the show. Then invite someone from marketing or perhaps a go-getter from customer service. Ignore accounting, engineering, operations, and senior management. Easy peasy. And yet…

Consider this. Trade shows are expensive, chaotic, overwhelming, and confusing. They’re also an excellent venue for introducing products and services, meeting new clients, and generating business. Getting it right requires setting goals, creating a strategy, completing a  list of tasks, and bringing the right team. The team matters. 

Unfortunately, most trade show booth staffers don’t have a clue why they’re spending 5-6 hours a day for three days in their company’s exhibition booth. Fortunately, it isn’t hard to create an All-Star Booth Staff. It simply takes planning, communication, and discipline. 

Key Considerations for Trade Show Staffing 

Trade shows are a battlefield with winners and losers. On that battlefield, strategy and implementation outperforms brute strength every time. What are the goals? Is everyone clear about them? At a minimum, there should be a strategy and planning “booth camp” meeting before the show. Then, there should be alignment meetings every day before the show opens. Some companies even have meetings after the show hall closes to review leads, answer questions, and prepare for the next day.

When it comes to your trade show staff, you get what you tolerate. When you expect more, your team will rise to the challenge. Set clear expectations, communicate your goals, plan your strategy, and manage the environment, the days, and your post-show communication. It’s not easy, but your team (and your boss) will sing your praises when it’s “Go Time!”

8 Key Responsibilities for Any Trade Show Booth Staff 

  • Generate Leads
  • Collect Data
  • Build Relationships
  • Promote Your Brand
  • Increase Sales
  • Improve Customer Service
  • Create a Positive Reputation
  • Learn about Customers, Competitors, and the Industry 

Trade Show Booth Staffing Rules 

Staffing is only as complicated as you make it. Let your trade show objectives guide you when making decisions on who to bring and how to achieve those objectives.

Rule #1: Knowledge 

Not every booth staffer needs to know everything. Collectively, however,  the team needs to know everything and know who’s the expert about every subject. The expert should be able to answer questions about that topic, as well as explain the features and benefits of your products or services.

Rule #2: Goals

Set clear goals for your booth staff. What do you hope to achieve by participating in the trade show? Then provide your staff with training on your products or services. This should include a thorough overview of your offerings, as well as any recent updates or changes.

Rule #3: It’s Not Over Until It’s Over

Provide your staff with feedback throughout the training process. This will help them to identify areas where they need improvement and make sure that they are on track to achieve their goals. Pre- and post-show staff meetings keep the team focused on the goals and address any concerns. 

Rule #4: Explore 

It’s not just about what’s happening in the booth. Give them time to explore the show floor, check out competitors, discover new suppliers, and meet with attendees at social events. 

Rule #5: Have Fun! 

Attending a trade show should be fun, and trade show booth staff training should be a positive experience for everyone involved. Make sure to create a relaxed atmosphere where your staff can learn and grow.

trade show booth staffing

What to Look for in Trade Show Staff 

Who should be there? That’s easy. Bring employees who know the products or services, who have charismatic people skills, who are personally invested in results, and who participate in pre-show planning or post-show implementation. Two out of four doesn’t cut it. A trade show isn’t a vacation. It’s a strategic investment. Your sales team may check all those boxes, but don’t be afraid to look for superstars in other departments who want to be at the show, understand the products and services, and will WOW! attendees. 

In any pack, there are always the stragglers, the injured, and the just plain stupid. You can ignore them and allow them to be food for your competitors, or you can deal with the problem. The staffer who arrives late sweating tequila and lime, reeking of three cups of espresso, better have a good reason, like entertaining your key client until 4 am. Same with Susie Smartphone or Standing-on-the-Sidelines Sam. This isn’t a soccer tournament for 8-year-olds where everyone gets participation ribbons. It’s a competition where sales, money, and jobs are on the line. Everyone has to pull their share. At tough love companies, the Susies and the Sams get sent home via Greyhound with loose change for vending machine sandwiches.

Trade Show Event Staffing: How to Prep Your Team for Success 

What they know is important. What they do with that knowledge is critical. You want the information dream team in your booth. Whatever the question, there’s someone there who has an answer, can get an answer, and lives to share that information. 

Just knowing stuff isn’t enough. Each staffer must capture every sweet, savory nugget of information the attendee shares. Everyone thinks they’ll remember that game-changing conversation from Day 1. By Day 3, they couldn’t tell you their own spouse’s middle name even if you gave them the first three letters.

Trade shows are exhausting physically and mentally. There is zero chance you’ll remember the details even if you have an eidetic memory. Honestly, the lead retrieval system doesn’t matter. What matters is having a system your group understands and follows. You can’t be a namby-pamby about this. There should be consequences for not adhering to the information capture process.

Trade Show Staffing Strategy & Consulting with Classic Exhibits! 

Booth staff training is an important competitive advantage. Yet, most companies ignore it or simply go through the motions. It’s not automatic. The same energy that went into designing the exhibit, creating the graphics, completing the forms, and arranging the travel and lodging should go into training. It doesn’t happen on its own and well-prepared exhibitors will always own the show floor over their lazy competitors. 

Classic Exhibits has been designing and building solutions since 1993. We’ve been honored as an Exhibitor Magazine Find-It Top 40 Exhibit Producers and an Event Marketer Fab 50 Exhibit Builders multiple times. Along with numerous Portable Modular Awards. 
With over 200 Distributor Partners throughout North America, there’s a Classic representative close by to assist with any project. Contact us today whether you need an inline rental display, a double-deck island exhibit, or a contemporary kiosk rental. At Classic, we’re not just different. We’re better.

Exhibit Leader Insights Report 2023

June 30th, 2023 COMMENTS
Exhibit Leader Insights 2023 Report

Exhibit Leader Insights, an Exhibitor Insights Report in partnership with The Exhibitor AdvocateExplori and Exhibitor Group, is a report based on a survey sent to exhibitors working currently in a range of industries with the aim of understanding:

  • The decision-making process for exhibitors: when planning their events program
  • How trade shows are perceived – and valued by exhibitors and their companies
  • How external and internal factors are shaping events programs, both now and in the future

According to the report, “Trade shows continue to provide value to exhibitors both as marketing and sales channels, and their worth is generally recognized by senior leadership teams – perhaps more so than before the pandemic.

However, there are some warning signs. Cost concerns cast a long shadow over the research. Exhibitors are clearly feeling squeezed by rising exhibit-related costs, and they are likely to attribute this to hikes in venue, organizer and contractor fees – rather than factors beyond the industry’s control, such as costof-living effects and broader economic forces.”

Download the Free PDF

To download the FREE Exhibit Leader Insights Report, click HERE. Below are select pages from the report.

The rising cost of trade show exhibiting
Tighter trade show budgets for exhibitors
The outlook for trade shows and exhibiting

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Classic Exhibits Inc. designs and manufactures portable, modular, hybrid, and custom exhibit solutions, including Symphony Portable Displays. Classic Exhibits products are represented by an extensive distributor network in North America and in select International markets. For more information, contact us at 866-652-2100 or www.classicexhibits.com.



A Trade Show Exhibitor Walks into a Bar

June 21st, 2023 COMMENTS
An Exhibitor Walks into a Bar

A Trade Show Exhibitor walks into a bar and says to the bartender, “I’ve never been in a bar before, but a friend suggested I try the 20 x 20 Booth Space.”

“That’s a very popular drink,” says the bartender, “especially with my regular customers. The 20 x 20 Booth Space costs $34,000. If you are interested, I have some questions.”

“That seems very expensive,” the Exhibitor replies, “but I’m new to this so why not. What questions do you have?”

“First of all, do you want the Top Shelf liquor or the Bottom Shelf liquor for your 20 x 20 Booth Space?”

“What’s the difference?” asks the Exhibitor.

“Alcohol does the heavy-lifting or work in a drink, and the Booth Space requires several liquors. It’s not optional, but you do have choices on the quality. Top Shelf liquor has the most experience, having aged from 10-20 years. The quality is exceptional and the taste predictable. My best customers always ask for their favorite brand by name. The Bottom Shelf liquor can be cheaper, but it’s also raw, unfiltered, and unpredictable. I’ve received Bottom Shelf liquor aged less than a day, which is a little scary.”

“OK, I’ll have the Top Shelf then,” says the Exhibitor. “I don’t want surprises.”

“That will be an additional $8,000,” the bartender replies.

 “What? The Booth Space drink doesn’t include the liquor?” asks the Exhibitor.

“Oh no, it’s extra. You’ll also need to decide on the mixers — like grenadine, club soda, vermouth — along with the fruit juice and slices, the straw, and an umbrella. Those prices are a la carte and will need to be purchased from the bar. You’re not allowed bring any of those in here.”

“How much are those?”

“Prices range from $1000 to over $10,000. Here’s something you’ll find amusing. Sometimes, I don’t know the prices when I’m mixing the drink, so I charge you after you’ve already finished it.”

“Anything else?” says the Exhibitor.

“You’ll be happy to know that we don’t charge for the glass. That’s included, but we do charge for the weight of the glass, bringing you the glass, taking it away, and then bringing it back to you.”

“Well, that shouldn’t be too expensive, right?”

“Actually” says the bartender sheepishly, “It’s not cheap, and the price can vary from week-to-week and depends on the size of the glass. Cocktail glasses are less expensive than highball glasses. Margarita glasses are the most expensive.”

“So, what are we talking about pricewise and why does the glass fee cost so much?”

“For the 20 x 20 Booth Space drink, I would estimate $12,000 to $15,000. Maybe more. Honestly, the glass fee isn’t really about the glass or my bringing it to you. It covers the building rent, the furnishings, my salary and benefits, the carpet, the other employees you don’t see, and even our annual Holiday Party. It’s really a slush fund for everything else.”

“I had no idea a drink could be so expensive,” the Exhibitor replies. “It seems like a complicated way to run a bar. I’d still like a drink, however. Are there any cheaper options?

“Of course! You might be interested in the Show Rental Special. It comes in multiple sizes and flavors, and you don’t pay for all the extras we discussed before.”

“That’s great!” exclaims the Exhibitor. “Tell me more.”

“OK, do you see those tables over there? Earlier today, we had a large crowd that drank for hours. They were a rough bunch and did considerable damage. However, they left a lot of unfinished drinks. You can have any of those drinks for a reduced price but don’t mix them together. We don’t know how to charge for anything other than standard drinks.”

“Is that really an option? Who would want that?”

“Oh, you would be surprised. People come to bars for lots of reasons. Many come because they don’t know where else to go so they order whatever is the cheapest. They’re looking for the fastest, easiest, and simplest choice, even if it means drinking a Show Rental Special that someone ordered a few days ago. Honestly, we don’t even bother to clean the glasses anymore. Fortunately, we make lots of money on those customers so we’re not complaining.”

“My head is spinning,” says the Exhibitor. “Please tell me there’s a drink for someone like me who wants to come to a bar, drink from a clean glass, and pay one or two of the charges you’ve previously mentioned.”

“There is,” said the bartender. “We have customers who order the Portable/Modular. Generally, it’s a straightforward drink, although there are creative options for those with more sophisticated tastes. The other drinkers in the bar may turn up their nose when you order a Portable/Modular, but I run a no judgement bar so those customers are always welcome. I’ve learned they often order the more expensive drinks when they come back, if I treat them right.”

“I’ll have one of those,” the Exhibitor replied. “Is there one that doesn’t require a glass and comes in its own container?”

“Yes, but now you’re killing me financially. Next, you’ll be saying you’ll want to bring it into the bar from the outside. How’s that going to work?”

“Hey, I appreciate all the helpful advice. I don’t fully understand the business model, but you seem to be doing well. Does anyone ever complain? And who do they complain to?”

“That’s the beauty of this business model,” says the bartender. “They bitch and moan all the time, and I smile, pretend to care, and go about my business. Fortunately, they rarely speak to the right people because those people are somewhat invisible. They’re in charge of all this, but they don’t ask too many questions or seek advice.”  

“One last question. Does anyone ever come in the bar, chat with your customers, and never order a drink?”

“Yes, my customers are good about telling me when that happens, and I escort him or her out of the bar. They usually come back, and I must be more persuasive, if you know what I mean. Sadly, there’s always someone who wants to hang out in a bar, pester my customers about their life, and not buy anything.”

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Classic Exhibits Inc. designs and manufactures portable, modular, hybrid, and custom exhibit solutions, including Symphony Portable Displays. Classic Exhibits products are represented by an extensive distributor network in North America and in select International markets. For more information, contact us at 866-652-2100 or www.classicexhibits.com.

How to Choose Your Exhibit Furniture

June 2nd, 2023 COMMENTS
Exhibit Furniture

What does “trade show exhibit furniture” mean to you? This is not a trick question. If you said, all the components in a booth that you sit on, lean on, or write on, you would generally be right. 

In my experience, newer exhibitors have a broader definition of trade show booth furniture or furnishings. To them, it includes counters, pedestals, and workstations, in addition to tables, chairs, plants, and ottomans. Those with a few more exhibition gray hairs tend to separate the counters, pedestals, and workstations from the more casual furniture like sofas, office chairs, bistro tables, and charging stands. Nothing wrong with that. Historically it’s been the difference between what an exhibitor buys and what an exhibitor rents. However, that’s changing… rapidly. Let’s explore the when, why, and what of trade show furniture. The who and where are probably self-explanatory. 😉 

Why Invest in Exhibit Furniture?

Not long ago, exhibit furniture was mostly an island exhibit luxury. Inlines would occasionally have a basic bistro table and chairs, but it was considered an Exhibiting 101 faux pas. 

Not anymore. Exhibit furniture, like tables, chairs, sofas, and even ottomans, in custom and rental exhibits are ubiquitous. Clients are encouraged to linger, charge their phones, and chat. In fact, many exhibitors are adding food and drink options to create a casual and comfortable environment. If you’ve ever attended a European trade show, you know that offering guests something to eat and drink is both polite and customary.

As you explore your exhibit furniture options, you just might be surprised by the wide range of contemporary, upscale, and affordable designs. 

Renting vs. Buying Exhibition Furniture

You’ve decided to add furniture to your booth. First, you’ll need to decide whether to buy or rent furniture. Both are viable options, depending on your budget and design requirements. 

Buying Exhibit Furniture

Pros:

  • You own it. It’s yours after the show. 
  • Unlimited design options
  • If used multiple times, it’s less expensive than renting
  • Branding options

Cons:

  • Shipping cost and inconvenience
  • Possible damage
  • Possible assembly
  • Initial expense

Renting Exhibit Furniture 

Pros:

  • Lower upfront cost
  • No shipping or storage
  • No damage concerns
  • No assembly
  • Design flexibility from show to show

Cons: 

  • Fewer design options than purchasing
  • More expensive over multiple shows
  • Limited branding options

Types of Trade Show Booth Furniture

Trade show furniture delivers style and service to create a comfortable and productive space. Below are the most common types of exhibit furniture.

Casual Seating

Bar/Cafe Tables and Chairs 

  • Bar Tables – 30” R x 42” H Bar Height Tables
  • Cafe Tables – 30” R x 29” H Casual Tables
  • Barstools – Bar Height Chairs and Stools
  • Bars – Curved Bars with and without Accent Lighting 

Conference Tables and Chairs

  • Conference Tables – Rectangle and Round Conference Tables
  • Conference Chairs – Adjustable Chairs for Desks or Conference Tables
  • Office Furniture – Dividers, Desks, Bookcases

Other 

10 Exhibit Furniture Examples

1. Key Largo Chair, Loveseat, and Sofa: Comfortable upholstered black fabric chair with wood legs. Also available as a loveseat and sofa. 

trade show booth furniture

2. Malibu Chair:  Distinctive teal velvet chair with armrests and black legs. 

trade show furnishings

3. Beverly Oasis Small, Medium, and Large: Modern sectional group in three sizes and 11 colors like lavender, orange, red, and olive green. 

exhibition furniture

4. Endless Low Back S Curve Sectional: Fabulous and funky green velvet sectional with channel stitching. Complete with 6  curved chairs and two half-round ottomans. 

trade show booth furniture

5. Geo Cocktail and End Tables: Upscale cocktail and end tables with either chrome or back base and glass or wood countertop.

exhibit table

6. Cafe Table with Black Base: 36” round cafe table (29” H) is a trade show favorite as an informal meeting table. Four countertop colors:  maple, white, graphite nebula, and black. 

small trade show table

7. Christopher Chair; Distinctive conference chair with woven back and padded vinyl seat. Great for exhibits, lounges, or dining.

exhibition chair

8. 8 ft. Powered Conference Table:  AC-powered conference table with two outlets and 4 USB ports. Black laminate top and silver base. 

powered trade show table

9. Midtown Powered Counter:  Metallic pewter gray curved counter with taupe-colored glass top, charging outlets, and locking storage cabinets. Countertops are available in multiple colors.  

trade show counter

10. Banana Barstool: The iconic banana barstool is both attractive and comfortable. Available in black and white vinyl with chrome frame. 

trade show barstools

Trade Show Furnishings: Factors to Consider

Trade shows, events, and meetings are more productive by creating interactive environments with functional furniture and furnishings. Consider the following with choosing the right rental options:

Style

Rental furniture and furnishings should be functional, attractive, and match the overall design of your booth. Sometimes that’s easy. Sometimes not. For larger shows and popular trade show destinations, like Las Vegas, Orlando, and Chicago, there are multiple furniture companies with varied inventories. Work with your exhibit house when choosing your rental furniture. They have resources and contacts that may not be readily available to the typical exhibitor. 

Budget

Rental furniture may seem pricey at first glance, but it’s important to remember that you’re paying for convenience, design, and cleanliness. Rental companies update their inventory often and clean them after each show. 

Functionality 

This may sound obvious, but rental furniture should be functional and serve a purpose. All too often, choices are made for aesthetic or design reasons (it’s the right color or it looks comfortable or it’s cheaper than other options). Don’t make that mistake. For example, if you’re going to be giving presentations, you’ll need tables and chairs that can accommodate your audience. 

Delivery

This can vary so always ask for details. Some rental furniture companies have agreements with the General Service Contractor. The agreement enables them to deliver furniture and accessories directly to your booth, often without drayage or material handling fees. That’s a big deal. What may seem to be an amazing price from one rental provider may in fact be painfully expensive once the drayage fee is included.  

Customer Service

No one wants headaches on the show floor. Most rental furniture companies will respond quickly to issues before and during the show. Stuff happens but how companies respond sets them apart. Be sure to ask your exhibit house about their experience with the rental furniture provider. 

Standout Exhibit Furniture with Classic Exhibits

Classic Exhibits makes the selection process easy with over 200 rental furniture designs, Choose from a broad selection of casual soft seating in an array of colors, tables in multiple heights, diameters, and finishes, and chairs ranging from funky to functional. 

Classic Exhibits has been designing and building solutions since 1993. We’ve been honored as an Exhibitor Magazine Find-It Top 40 Exhibit Producers and an Event Marketer Fab 50 Exhibit Builders multiple times. Along with numerous Portable Modular Awards. 

With over 200 Distributor Partners throughout North America, there’s a Classic representative close by to assist with any project. Contact us today whether you need an inline rental display, a double-deck island exhibit, or a contemporary kiosk rental. At Classic, we’re not just different. We’re better.