Exhibitors often face confusion when preparing for shows in the U.S. To simplify, we’ve answered the most common trade show FAQs—from contractors and services to pricing and deadlines—so you can plan with confidence and avoid surprises.
Q: What is an EAC (Exhibitor Appointed Contractor)?
An Exhibitor Appointed Contractor (EAC) is any company, like Absolute Exhibits, other than the official contractor that you hire to work before, during, or after a show. To use an EAC, you must submit an authorization form in advance so show management can approve them and add them to the security list.
Q: Are the Official Service Contractor and the union the same thing?
No. The Official Service Contractor must hire its labor through the local union hall. Because unions maintain contracts with venues, union labor is required for most services.
Q: What are Show Services?
This is one of the most frequent trade show FAQs. Show services include essentials such as electrical, rigging, internet, drayage, plumbing, cleaning, and catering. You must order and pay for these services through the official show contractor. Ordering early helps you secure discounts and reduces delays.
Q: What is Drayage (Material Handling)?
Drayage refers to the movement of freight from the dock to your booth. It is not included in booth rental or exhibit quotes, so exhibitors must budget for it separately.
Q: What is a Target Date?
A target date is the designated delivery window for freight, based on booth location. It helps regulate traffic flow, but it does not guarantee when your freight arrives on the floor.
Q: Is there a Guaranteed Set-up Time?
Not exactly. If freight for one hall arrives late, crews move on to booths that are ready. Installation schedules shift constantly, so flexibility is essential.
Q: What is Estimated Pricing?
Estimates often look low because they minimize labor hours. Final invoices add actual overtime, double time, and handling charges.
Q: What is Fixed Price Billing?
Fixed pricing provides one final invoice that includes design, fabrication, graphics, freight, flooring, furnishings, AV, and installation. This model eliminates post-show billing surprises.
Q: What is Asset Management?
Asset management involves inspecting and repairing your booth after each event. With an agreement, we set up your exhibit in the warehouse, document any issues, and provide repair pricing and photos before your next show.
Q: Why are there so many Deadlines?
Deadlines keep shows on schedule. Missing them leads to penalties and late fees. Exhibit houses also set internal deadlines to manage multiple projects and keep costs in line.
The Takeaway
These trade show FAQs highlight the complexity of exhibiting in the U.S. When you understand EACs, show services, drayage, deadlines, and billing models, you can budget smarter and avoid unpleasant surprises. Ultimately, mastering these details makes your exhibiting process smoother and less stressful.
