Tradeshows, expositions and conventions are common methods to showcase multivendor events, retrospectives, product launches and so much more, all designed to bring together broad audiences to establish relationships. Over the years, we have assisted with tradeshows such as the Denver Auto Show, Aspen Jazz Fest and the Taste of Colorado, to name just a few. There are three key components when renting equipment that one should consider when looking into this event gathering to ensure success.
- Where will the tradeshow be held? If you are considering an outdoor event, temporary structures like sign in booths, restrooms, staging, fencing, lighting and protection from climate are all a part of the decision-making process. First, consider the goal, location, and audience flow to take stock of items you may need. If the event is being held indoors, tents may not be needed but several of these other items will come into play. Our best advice is to map out the event and activities, then make a wish list/check list of items you will need to create the structure of the tradeshow.
- Start planning early. One year prior to the event, determine the goal of the exhibition and a detailed budget forecast. 9 months prior to the event, map out where booths, displays, check in, stages and other important areas will live on the tradeshow floor. 6 months prior to the event, determine the final layout and contact any vendors who may be involved with production (including your equipment rental house) with requests for bids, including production specifications you may require. 3 months prior to the show, confirm delivery dates, equipment availability and set up/tear down protocols. 1 month prior to the event, finalize all details with vendors, exhibitors and special guests. The week of the show, make sure all involved are trained and double check that all action items have been completed.
- Review contracts thoroughly. No one likes surprises, especially when planning a complex event. Review contracts for deadlines, payments, cancellations, contingencies, and substitutions. We have heard of people who have rented specific size tents, stages and other rentals only to have a substituted item arrive that does not meet the needs of the event planner.
We only begin to discuss the areas that you should consider when renting equipment for your tradeshow. For a comprehensive review of potential needs, ideas and pitfalls when planning your big event, contact The Wright Group Event Services. We can share our decades of experience with you to make sure your tradeshow is a raving success!