Info for 1st-Time Exhibitors

If you're new to coordinating the installation of your company's tradeshow exhibit, we'll do everything possible to make it easy for you. This page will describe what you're up against and how Exhibitors Choice can help.

What is an EAC? The acronym EAC stands for: Exhibitor Appointed Contractor. Many suppliers of services and products you'll need for your exhibit have exclusive rights by agreement with either the show or the venue. Utilities, overhead rigging, internet connections, and other services or products may be limited by such arrangements. They are generally referred to as Official Contractors. EACs are the show-site vendors and services that you, the exhibitor are allowed to select. EACs often provide custom furniture rentals, plants and flowers, audio/visual equipment, computer rentals, and other products or services. The most common type of EAC is the I&D (exhibit Installation and Dismantling) contractor. This is one of the services we provide.

Few shows prohibit the use of EACs because they know your exhibit is very important, and not just anyone can install it properly. Many exhibits require specialized skills and equipment to properly assemble. Sometimes repairs or touch-ups are required to make sure your exhibit is in top shape. Mostly, your exhibit deserves the personal attention you expect which the official contractor simply cannot provide. That's not to say they can't provide service, just that they may be servicing hundreds of other exhibitors. Your EAC may only have your exhibit, or just a few others to service on the show. That's the Exhibitors Choice (and hence, our name).

Hiring an EAC to install your exhibit should be easy. Smaller exhibits may be no-brainers. Larger exhibits can be as involved as building a house or store. Most are somewhere in between. Personal service, experienced supervision, skilled professional workers, local tradeshow industry connections and fast access to needed resources are all essential elements that combine to make your exhibit installation trouble-free. We provide the services you require. Nothing more, nothing less.

Gather your paperwork together. Then review it all to see what has gone before. By studying the records from your company's last exhibit installation you'll get a feel for what went right, what didn't and what services, equipment and materials you will need. Read the show's rules and the terms of your booth rental agreement. It is important to understand what is and is not included with the space your company has rented. Booth spaces sometimes include electric service, but that 1 outlet is seldom enough for most exhibits. Overhead signs require specialized services to hang them safely. Computer presentations often require placement of internet connections. These types of items are more difficult and more expensive to deal with as afterthoughts. As we review your exhibit plans, we'll help you to identify any technical requirements that may have been overlooked.

Assemble and distribute your exhibit installation file. You may already have one, you may not. This isn't the budget file with expense receipts, etc. This is the file you'll need to copy and send to Exhibitors Choice and other vendors you're dealing with. Each of the following items is needed to fully estimate the labor and materials required to install your exhibit:

• your contact information
• your booth space confirmation
• complete exhibit schedule
• show rules for EACs
• EAC designation form
• EAC insurance form
• summary of other vendor and service orders
• exhibit drawings, including:
• exhibit photos
• artistic renderings
• exhibit floor plan
• exhibit elevation plan
• utilities floor plan
• show floor plan

Designate a show-site contact for all your vendors and suppliers. Installing your exhibit can be a very complicated project, so plan ahead to either attend the installation, or designate your Exhibitors Choice I&D supervisor as the show-site contact for other vendors. If you'd rather not personally attend the installation, we can coordinate the placement of furniture, audio/visual equipment, computers and monitors, plants, etc. for you.

Get everyone on the same page. Every facet of your exhibit works together to make the sale. Make sure that all of your EACs are working together as well. Each will have their own area of expertise, but each can do a better job for you when they can see the big picture. So share the same information with every EAC you deal with. Make copies of your exhibit installation file for your records, and be prepared to fax or overnight them as needed by your vendors. Distribute updates as soon as they are available.

Meet or beat the show deadlines. On the surface it seems like just a sales pitch, but it isn't. Not only do you have deadlines to meet, but so do your EACs. We will complete and file the required EAC paperwork, contact our insurance company to file a customized coverage rider, schedule our crews and coordinate delivery of equipment and supplies. And it's all got to be done by deadline. If your order is placed early, we'll make sure the rest is done on time. Of course, certain items are required by show managers to be submitted directly by exhibitors, but we'll help any way we can.

Prepare and ship your exhibit. Is your exhibit in your company's warehouse, or is it coming directly from another show? Is this a new exhibit, or will it require some touch-up before it's show ready? Will graphics or signage need to be changed out for this show? Is this booth space larger or smaller than your company regularly uses? We'll advise you on preparing and shipping your exhibit to the show to avoid delays and make certain your exhibit is setup right the first time.

Focus on selling. Rest assured that once you've hired Exhibitors Choice as your I&D contractor, you'll be able to handle the myriad other details involved with planning, staffing, travel, etc. that will put your company's best foot forward during the show.