5. January 2010 22:38
1. Proper planning
Proper planning is the most important costcutting
tip. Planning ahead saves on expensive
last minute charges. Establish a list of key dates
and activities. Push due dates back a month so
that you always meet your deadlines.
2. Promotional production
Produce all of your pre-show mailings at the
same time to save on printing expenses rather
than printing several times throughout the year.
3. Buying a display
Consider the best type of display
stand for your
needs. Look into one that packs
save on storage, lightweight to save on
shipping, portable to transport by car, courier or
as airline baggage, can be quickly and easily
set-up to save costs, adapts
easily to different spaces by adding or removing components.
4. Display graphics
Design and produce your graphics ahead of time
to avoid overtime or rush charges. Have someone
proofread your copy to avoid change charges.
5. Packing supplies
Create a "show box" containing handy items
that are often not available at the show site.
Include a stapler, tape, Velcro®, scissors, Swiss
army knife, pens, paper, extension cords, and
extra light bulbs. Remember to re-stock the box
after each show.
Take only enough literature to distribute to highly
qualified leads. Offer to send prospects literature
so it is on their desk when they return from the
show. This saves on drayage, production costs,
and cuts down on waste.
When buying a display, investigate how you will
ship it. Lightweight
durable systems save on
shipping and drayage. Keep an accurate record
of actual weight, contents and number of
containers. Specify the weight on your bill of
lading. Consolidate materials in one tub or shrink
wrap individual items onto one pallet. Don’t
scrimp on shipping containers. Re-doing
damaged graphics can be expensive.
Investigate reduced rates or special deals with
the airlines for ten people or more traveling to
and from the same city. Book early and ask
hotels for any specials or corporate rates.
Explore Saturday night stay-over rates, an extra
night at the hotel may be less than the extra
airfare. Use airport shuttles instead of taxis.
9. Show services
Pre-order show services at least 10-30 days
prior to the show–electrical, phones, cleaning
services, etc. The floor price is often 10-20%
higher. Order more wattage than needed so you
don’t risk an electrical breakdown and then have
to pay a higher floor price.
10. Setting up
Schedule setting up during straight time and
avoid weekends and overtime hours as much as
possible as it can cost up to twice as much.
When possible, use your own personnel to set
up your display. You will need to check the
regulations specified by the exhibition hall.