How to Save Money
The process of planning for any tradeshow can be expensive. With so many rules, regulations, deadlines and vendors it can be difficult to keep the costs down. We understand that this can be one of the most frustrating parts of planning, and have compiled a list of tips to help you save money.
Save on Shipping
Packages
Consolidate your packages. Don’t ship multiple small boxes to an event. They could get separated during transit and arrive on separate days causing additional charges and material handling fees. Remember there is a minimum material handling fee for each shipment that is received.
Electronic Literature
Attendees often throw away literature rather than take it home. Both shipping and printing these materials can be very expensive. Instead, order the Lead Retrieval device through your Exhibitor Services Kit, scan the attendee badge and email them the information they have requested. Another great option is to load the information on a USB drive that can be given to attendees. It is a great marketing tool, and is less likely to be thrown out.
Shipping Documentation
Often materials are lost or damaged during shipping. Be sure to document all of the materials you ship and their condition at the time they leave your possession. Diligence in this area can save you money if there are any issues during shipping. Be sure to bring tracking information with you on-site.
Tradeshow Shipments
Be sure to use a carrier that is experienced in delivering to tradeshows as it can be tricky. The best way to ensure that shipments will arrive on-time and to the correct venue is to ship with a carrier who knows the ins and outs of tradeshow shipping. Communicate your move-in dates to your carrier as well as marshalling yard information if applicable.
Know Your Carrier
Have contact information for your carrier readily available including weekend contact information and do not leave the convention centers until you have confirmation that the carrier has checked in at the marshalling yard during move-out.
Insurance
Make sure the insurance on the shipment covers freight from the time it leaves your possession to the time it returns home.
Advanced Warehouse
It is important to do a cost analysis when deciding whether to ship to the advanced warehouse or direct to show site. When making this decision be sure to take all factors into consideration. Important factors include: the cost of material handling, the cost of your freight carrier waiting in the marshaling yard, the cost of storage you are paying to hold your materials 30 days pre-event (storage is included in the advanced warehouse rate) and the impact the loss of the shipment may have if lost or delayed in transit. Shipping to the advanced warehouse gives you peace of mind that your shipments will be in your booth when you arrive.
Special Handling Charges
Special handling charges can be very expensive. Be sure to read the special handling brochure under the Shipping, Drayage, Material Handling and Access Storage tab of the Exhibitor Services Kit.
Cartload Service
Cartload service is a type of material handling where you are able to bring your equipment to show site in your vehicle and have it offloaded and delivered to your booth. If you will be driving to the event, rather than shipping your materials and paying for material handling, pre-order the cartload service and bring your materials with you to the event. Be sure to read the Move-In Info page located in the move-in section of your Exhibitor Services Kit for specific Cartload Service information for the event.
Save on Show Orders
GES Servicenter
If you are unsure what to order or which forms to fill out, call the GES Servicenter. Submitting the incorrect forms can be costly and result in orders needing to be placed on site. Avoid this by asking questions. GES will be happy to guide you to the correct forms to save you time and money. Don’t forget to ask your GES representative what booth packages are available. These packages are designed to save you money.
Booth Rules and Regulations
It is extremely important to read the rules and regulations for each show that you attend. Booths that are out of regulation will be required to make adjustments to their booth space on site which can be very costly. These adjustments could include ordering furnishings, removing portions of your booth or omitting key marketing structures. Do not assume that because it worked last year, it will work this year. If you have any questions on the booth rules and regulations contact your Client Services Specialist. Their contact information can be found in the Exhibitor Services Kit Welcome Letter.
Discount Deadlines
Most vendors have an early bird discount deadline. If you order early you will often save a substantial amount of money on your booth orders and equipment. Discount deadlines can be found in the Critical Dates Checklist under the Show Information tab of the Exhibitor Services Kit.
Overtime Labor Charges
All labor before 8:00 am and after 4:30 pm Monday thru Friday, and all hours Saturday, Sunday and holidays will be overtime. Straight time rates are for hours worked between 8:00 am and 4:30 pm Monday thru Friday, excluding holidays.
Booth Inclusions
Be sure you know what is included with your booth space. Most events do not have any included furnishings in the booth space. Be sure to check the Exhibitor Services Kit for what is included and place orders accordingly. Orders placed on show-site are very expensive.
Flooring
Flooring is mandatory for most events. You can often save money on flooring by renting through GES. The cost to purchase flooring, ship it, and have it installed is often more expensive than renting through GES. This of course greatly depends on the flooring you require. If you prefer to purchase carpet be mindful of the color. White carpet may only last one event while dark or patterned colors will last much longer. Lastly, remember that carpeting is not the only option when deciding on booth flooring. Carpet tiles are often an affordable solutions that are light weight and easy to transport.
Booth Cleaning
Be sure to pre-order cleaning, vacuuming and porter service for your booth. These services are not included in the booth rental and will be more expensive if purchased on-site.
Booth Security
Tradeshows are not secure spaces. While show management has perimeter security for the hall, they are not watching individual booths. Items that are stolen are often never recovered. Do not store expensive items in your booth and be sure to order booth security if you will be leaving items of value in the booth overnight.
Bill of Lading
Be sure to fill out your Bill of Lading correctly and turn into the GES Servicenter. The bill of lading (BOL) tells GES that your shipment is ready to be picked up at your booth and delivered to your carrier. Do not leave the completed form in your booth. It must be turned in at the GES Servicenter for processing. Be sure to fill out all information correctly and pay special attention to the section regarding shipping in the event your carrier does not pick up the shipment. Select the “Use GES logistics” option for the least expensive option. Returning shipments to the Warehouse is extremely expensive. Make sure the contact phone number is legible on all copies of the bill of lading.
UPS and FedEx
When shipping with UPS or FedEx never leave shipments on the show floor. 9 times out of 10 they will end up being shipped via the alternative method you selected on your BOL. This will cost you extra money. UPS and FedEx have unpredictable timelines that are not recommended for tradeshow planning. If using these options take the boxes to the local offices for processing. There is often an office in the convention center or nearby hotel.
Move-Out
Move-out takes time. Depending on the size of the show it could be hours before crates for your booth are returned, and there is no way to tell how long it will take. Schedule your flights far enough out to ensure you have enough time to successfully move out. Scheduling flights too soon could result in missed flights or paying GES to pack and ship your booth materials for you.
