I frequently encounter this issue: Have you seen actual photos of the rental exhibit on the show floor, or are you relying on a pretty rendering? This concern came to light yesterday at the SEMA show, and the reality was disappointing. The exhibitor purchased a beautiful rendering complete with an elegant arched entry. From 200 yards away, the exhibit looked fantastic. But up close, it was a disaster. Thin, flannel-like carpet with no padding had holes and exposed wires. The walls and panels were unfinished, and the once-beautiful arch was a shambles. The furnishings were old and worn out. All of this for $75,000-$80,000, with a matching neglected exhibit for their tire company across the way for another $18,000.

Who is at fault? Certainly, the exhibit house bears responsibility, but what about the exhibitor? If the vendor offered references, were they checked? Did the exhibitor ask to see photos of completed work or just admire the pretty renderings? Photos are crucial for assessing workmanship. Unless you visit the vendor or exhibit house on the show floor, there is no other way to be certain of what you will receive. In today’s environment of tighter budgets, taking the lowest offer may not be the wisest decision.

Rentals are rentals—they aren’t always brand-new equipment. Rental houses couldn’t stay in business if they manufacture new pieces for every rental. However, rentals should be in good condition: clean, safe carpet, and sparkling graphics. Graphics generally last two years if handled correctly, but they start to fade and delaminate with age. Sintra gets scratched from repeated use, and without purchasing a storage crate, you don’t know how they are maintained year to year. Tension fabric looks beautiful but also weathers with age.

So, how can you avoid disaster on the show floor? Ask for references, review show floor photographs, and ensure complete descriptions on your show order. Specify details like 28-ounce premium carpet and ½-inch padding rather than just “carpet and pad.” This attention to detail is crucial; hysteria on the show floor won’t fix these issues, and clients and prospects will notice.

By taking these steps, you can ensure that your exhibit meets your expectations and avoids the pitfalls of poorly managed rentals.