Show services may not be the most exciting part of exhibiting, but ignoring them is a fast way to drain your budget. Missed deadlines, overlooked paperwork, and last-minute orders can create a financial “sinkhole” that eats into ROI. This guide highlights the most common mistakes exhibitors make with show services and how to avoid them.

Why the Exhibitor Manual Matters

The exhibitor manual is the single most important document for planning show services. Inside you’ll find:

  • Order forms for electrical, cleaning, rigging, and internet.
  • Rules and regulations specific to the venue.
  • Deadlines for discounted rates.
  • Contact information for contractors and show management.

Failing to read the manual leads to missed opportunities for savings and costly mistakes.

The Cost of Ordering Late

Services ordered onsite can cost up to 50% more than advance orders. For example, electrical labor and cleaning fees rise sharply after cutoff dates. To avoid overpaying:

  • Identify every product you plan to display.
  • List required utilities and services well before deadlines.
  • Always order more power and utilities than you think you’ll need.

Understanding Drayage and Logistics

Drayage is one of the least understood show services, yet it impacts every exhibitor. It includes:

  • Delivering crates to your booth space.
  • Removing empties during the show.
  • Returning them at teardown.
  • Moving packed crates back to the dock.

Consolidating shipments and labeling everything clearly with company name, booth number, and show name prevents delays and extra charges.

Watch Out for Regional Union Rules

Every city has its own regulations governing what exhibitors can and cannot do. For example, in some venues only union labor may handle electrical or rigging. Failing to plan for these requirements can cause costly delays. Always check the manual and confirm with show management if unclear.

Pre-Planning Saves Time and Money

Exhibitors who prepare in advance save on both costs and stress. Smart pre-planning includes:

  • Carrying copies of all service orders, shipping paperwork, and tracking numbers.
  • Having contact details for contractors and management readily available.
  • Creating a service folder for both your onsite team and your office.

Conclusion

Ordering show services without a plan is like walking into a sinkhole—you don’t see the bottom until it’s too late. By reading the exhibitor manual carefully, meeting deadlines, and preparing paperwork and logistics in advance, exhibitors protect their budgets and ensure a smoother show experience.

For a complete overview of how to manage every aspect of ordering, see Mastering the Art of Ordering Show Services.