Exhibitor Resources

As a first-time exhibitor, we want to make sure your exhibition experience is as successful as possible. Below are frequently used terms and a checklist you can use to help navigate the complicated process of arranging your exhibit space.

 

Frequently Used Terms

  • Exhibitor Console: The Exhibitor Console (on the DSE website) is your starting point for all important information, and everything needed to exhibit at the event can be found here. 
     
  • Exhibitor Services Kit (ESK): The ESK may be referred to as the Service Kit, Exhibitor Services Manual (ESM) or Service Manual. Whichever term is used, it refers to the document produced by GES
    to help exhibitors navigate the event, place GES orders, calculate pricing, and more. The ESK contains information needed to order booth furnishings, shipping addresses for exhibitor freight, and contains important dates and deadlines. 
     
  • Exhibitor Appointed Contractor (EAC): An EAC is a company other than the official general contractor that an exhibitor hires to install and/or dismantle their booth. EACs may only provide services that are not designated as exclusive services to either specific vendors, unions, or facilities. EACs are also sometimes referred to as booth or exhibit houses. 


First-Time Exhibitor Checklist
 

  • Utilize the Exhibitor Console
    Each exhibitor has access to the Exhibitor Console, which is a personalized tool used to access all the information needed to plan for the event. The console will be fully active approximately three months pre-event and includes the following features: 

    • Introduction – Welcome Letter, First Time Exhibitor Info, Hotel and Travel

    • Rules and Regulations – Show Management and GES

    • Important Dates and Deadlines – Show Management and GES

    • Required Forms – EAC Forms, Booth Approval Form, Insurance Order Form

    • Exhibitor Registration – Staff Registration, View Lead Retrieval Scans

    • DSE Website Profile Updates – Booth Information, Products, Press Releases, Show Specials

    • Marketing Toolkit –  Social Media Badges, Event Logo, Event Description, Event Listing

    • Onsite Service Ordering – GES

 

  • Read the Exhibitor Service Kit (ESK)
    It’s imperative to read the entire ESK thoroughly. Here are the documents we recommend reviewing first. 

    • Important GES Dates and Deadlines
    • Shipping to Show
    • Material Handling and Drayage
    • GES EAC Forms

       
  • Know the Important Dates and Deadlines
    We recommend creating calendar appointments for discount deadlines, the Booth Approval Form deadline, and the event registration deadline to ensure your investments are maximized and your move-in goes as smoothly as possible. All dates can be found on the Dates & Deadlines document in the Exhibitor Console.
     

  • Know Who to Contact 
    Questex and the entire DSE team is here to assist! Know who to contact when assistance is needed. 

    • Account Managers
      - Contract exhibit space
      - Upgrade or add sponsorships
      - Make contact or account information changes
      - Questions about payment
       
    • Exhibitor Services Manager
      -
      Kassidy Coburn[email protected]
      - Questions about set-up
      - Help accessing the Exhibitor Console
      - Questions about registering booth staff 
       
    • GES
      -
      GES Servicecenter - (800) 801-7648, Monday - Friday, 6:00 AM - 2:30 PM PST
      - Placing orders for booth furnishings
      - Questions about costs or union exclusivity
       
    • Billing/Receivables
      Billing related questions can be addressed to: [email protected]

       
  • Train Your Booth Staff 
    The best way to maximize your success at any event is to have a fully trained and engaged booth staff. Attendees have expectations when they come to your booth. Below are some tips to get started:

    • Be memorable & enthusiastic!
    • Remember to be professional.
    • Ensure that everyone at the booth is knowledgeable about your products. 
    • Remain friendly, smile, and keep a positive attitude.
    • Be courteous attendees are your "guests".
    • Carry and use breath freshener or mints.
    • Avoid chewing gum, eating, and drinking while in the booth.
    • Keep your the exhibit space neat & tidy!
    • Don't sit in your booth or lean on the exhibit counters, while working in the booth; you will look bored and uninterested in being there. 
    • Don't spend time talking, texting or watching something on your cell phone, or talking with booth neighbors, or to your other booth staff; you will look unapproachable.
    • Make eye contact! Never ignore a prospect, even if you're with another prospect. Give them a nod and "just a minute" sign, or Include them into your conversation
    • Greet attendees by name. If you can't pronounce it, ask!
    • Be courteous and wear you mask properly.

       
  • Put Together a Trade Show Survival Kit 
    What to include in your trade show survival kit:

    • Copies of all orders and tracking number
    • Staples, scissors and tape
    • Pens and markers for labels
    • First Aid kit
    • Bottled Water
    • Place in your freight or carry-on

       
  • Plan for Move-Out
    Move-out is often one of the most confusing and overlooked parts of trade show management. Each facility, contractor, and show comes with their own unique move out challenges. Be sure to read through the Move-out information located in your Exhibitor Services Kit for more tips on move-out. Here are a few notes to get you started:

    • Pre-arrange your outbound shipping with a carrier who is familiar with trade shows.
    • Plan Ahead! Contact GES 6-8 weeks PRIOR to the event to discuss the move out process if you have any questions.
    • After emptying crates, place empty labels on all sides of your crates and cases. Remember to remove old empty labels. Additionally, the empty labels are sometimes color-coded, so make sure you get the correct color and be sure your booth number is on each label. This will ensure no crates are lost or separated and will speed up move-out. Don’t forget to label your pallets if you need them back for return shipping. If they are not labeled, they will not be returned to your booth.
    • Please plan your departing flights appropriately. Large shows take time for the crates, pallets and empty boxes to be returned to the booths for load-out packing. It can take 6 hours or more for empty crates to be returned to the booth. Loose cartons and fiber cases will be returned first so you can start packing. Wooden crates and skids will be next. Material return is random, and holding your empty crates during set-up will not get your crates back to you any earlier. If you hold your empties, the Floor Manager will warn you at first and then have your empties removed.

       
  • Additional Tips

    • Keep the total square footage of your booth space in mind when you order decorating items. Do not order more than will comfortably fit in your booth and allow you to do business. Remember, you are only allowed to use the contracted booth space, not the aisles.
    • If you have multiple exhibit locations, please complete a new and separate order for each location (booth, meeting room, etc.).
    • Have a company credit card available to pay all balances due on show site and for deposits on rental equipment.
    • Work Zone - You should know that the show site and surrounding areas are active work zones. You need to be careful and keep an eye out for moving vehicles. Company agents and representatives are present at their own risk.