Furniture hire. Two choices here. Either bring your own or hire it.

You will probably find a furniture hire catalogue in with your exhibitor manual.

You will find the hire charges quite expensive, but you will not have the hassle of transporting it. It will be positioned on your stand during build up and should be in pristine condition. 

My advice is not to cut corners. You will want to project the best possible image for your company and quality furniture can make the difference. 

Accommodation. This can be an opportunity for some profitable networking. Find out where your customers are staying and and you will be talking to them at the bar, over dinner and even at the breakfast table.  

If your budget is big enough, you could take a really big table for dinner and invite all your customers and suppliers as your guests. Be aware however, that shows are tiring and you may prefer a quiet evening relaxing. 

For those of you on a tighter budget, the organizer should be able to give you a list of local accommodation. This will vary from 5 star hotels down to motels and bread & breakfast houses.  

Insurance. The public liability insurance is usually taken care of by the organizer. You should still protect yourself against claims against your company. If it is proved that an injury or loss was caused by you (or someone working on your behalf) you could still be liable. So make very sure you are protected. 

Also have a level of insurance in place for loss or damage of property while at the show. Sadly some people target shows to steal and valuable items are the first to be targeted. 

You may well find that the organizer has included an insurance form with the exhibitors manual. Check to see if its mandatory and just what is covered. Also check to see if your existing business insurance protects you whilst at the show. 

Telephone point. If you are going to use a PDQ machine, internet connection or a static phone on your stand, you will need to fill in and send off the appropriate form. 

Services (water etc.). You may need these facilities to demonstrate or run your products. The major venues will have ducting under the floor to easily connect you up. Smaller venues may require you to take a stand backing onto a wall or in a particular area of the hall. If you need this facility I suggest you speak to the organizer before you book your stand. 

Catering equipment (fridge, coffee maker etc.). Many exhibitors like to offer refreshments to their visitors from their stand. Check the exhibitor manual or speak directly with the organizer to ensure you are not breaking any of the rules. Many venues insist that all food and drink consumed in the hall is supplied by their official caterer. 

This doesn’t stop you providing it off your stand... it will put up the cost. 

continued .....

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