8 Items That Should Be In Your Tradeshow Kit

It’s tough to argue that the largest, most expensive detriment to your tradeshow exhibit is PLANNING. Poor planning costs additional time, resources, materials and shipments. And let’s face it, getting your exhibit to the convention center is no small or inexpensive task either. From space leasing and show services to freight and drayage fees, the last thing you need is to be caught up with unplanned setbacks on-site.

Before you ship your next exhibit, develop a ‘Tradeshow Kit’ with materials that will help you combat any surprises that could potentially cost you more than you’re willing to; especially when you understand how simple, inexpensive and quick these items are.

Touch-up Paint – Exhibits are not prone to wear and tear and you’ll want to have touch up colors for your entire range of exhibit materials for any on-site surprises. Black and white adhesive labels, cut to size, can also be a quick fix for hiding small nail and screw holes.

Shims – Given the size of space throughout a convention, you won’t be surprised to find inconsistencies in the flooring. When dealing with panel structures, you’ll notice your components struggling to deal with floors, especially over lengthy linear distances. Using shims will help equalize these variables.

Extension Cords/Power strips – Most conventions will have electrical feeds provided as part of your service package, but don’t forget to bring extra cords and power strips. Most electrical ‘drops’ are a single duplex and if you’re planning to run multiple devices, you’ll want to avoid paying a premium for additional supplies on-site.

Velcro – You’ve just spent an extra penny on new exhibit graphics, but unless you’ve specified with your producer, how do you plan on displaying them? Velcro is the most convenient solution for panel structure and fabric facings. Plan ahead based on your tradeshow location: The dry weather of a January tradeshow in Las Vegas will have an effect on velcro adhesives, so plan on having backups or upgrading to a heavy duty version.

Extra Keys - Consider having spare keys made for storage rooms, lock boxes, cabinets, etc. well ahead of your show dates. Give each set a separate key chain and pass them only to those employees you trust giving access to. Never rely on a single set of keys; You’ll be wishing for those backups when you’re atop a ladder trying to access a locked conference room.

Extra Light Bulbs – Despite the most delicate of packaging, light bulbs aren’t immune to the abuse your exhibit takes during transit and set up. I suggest having at least 50% of your entire bulb displays on hand in backup and easily accessible for those mid-day burnouts.

Cleaning Supplies – Between sawdust, forklift fumes and grubby hands, your exhibit will no doubt look as if it had been through a dust storm by the time it’s constructed. Have a full set of all purpose cleaner, carpet stain remover, glass cleaner, rags and paper towels to polish up before opening morning.

Packing Tape – After your show concludes, you will no doubt have a number of materials that need packaging; Products, literature, personal items, etc. In addition, packing tape is great to keep on hand during your event for emergency dry spills, when you may not have immediate access to a vaccum.

All of these items should fit in a medium size, standard cardboard box. This box should be clearly marked, “Tradshow Kit,” or whatever you decide on, and should be packed in a manner so that it can be one of the first items you have access to on-site. Clearly mark, in bold letters, where this box exists on your packing lists as well.

Many tradeshow exhibit providers will produce a show kit for you, but if you’re uncertain or have additional items you feel are important to your setup or show management, be sure to ask and understand the full contents of your kit before you finish planning for your next event.

(image by Steve Keys via Flickr Creative Commons)