When you made the jump from exhibiting in 10×10 spaces to a 20×20 space with a structure, you found your concerns about your costs going through the roof were well founded. The obvious things, like spending the price of a small home for a structure you’ll use only a few times each year or the fact that your space now costs four times what you used to pay, are hard enough to swallow. But it’s the things you don’t see coming at you that can really hurt.
Take, for instance, electricity. When you were in a 10×10 you ordered electrical and paid more for a single outlet for three days than your monthly bill for your home. You got used to it though and when you decided to go bigger you budgeted for your additional outlets. A safe bet may have been four times the cost considering you’re now four times the size. OK. But when you got your bill you almost had a stroke. How did your costs go up six to eight times what you used to pay.?When you caught your breath and read closer you noticed that a good portion of your bill was for Electrical Labor. In your old space this was included in the cost because the electricians spent all of about two minutes installing your single outlet. In your new booth however, you had to submit an electrical floor plan showing where every outlet was to be placed. The electricians measured and placed your connections just where you wanted them. This took five, maybe even ten, minutes so naturally they charged you for an hour of electrical labor on the install. You also were charged for another hour on the dismantle which took them another four minutes.
If it were just your electrical bill it wouldn’t be so bad but you’ll find these “little” extra charges throughout your entire program. You budgeted for a truck to ship your exhibit, and maybe even remembered to account for material handling, but you’ve never heard of a Marshaling Yard or considered that your shipping company would charge you for the time the driver waited in said yard. You included room to purchase your carpet and have your I&D company install it but didn’t realize they were going to charge you $18.00 a roll for carpet tape.
Some of these costs you just have to live with like the electrical labor. The fact is you need electricity and it costs what it costs. We complain about the price of gas going up all the time but the reality is we ARE going to buy it. But there are a number of ways to reduce these back end costs if you’re willing to spend a little time and money on the front end. One of the best things I ever did to reduce my costs, and keep my sanity, was to invest in a job box. For the record, a job box is a big tool box containing tools and parts for your exhibit. But it can be so much more.
I purchased my first job box at The Home Depot for $400 and spent a long Saturday in my garage getting it setup. A fact that was not lost on me when it was nearly destroyed in New Orleans at the first show I used it at; leading to my second box. This second box came through Granger and was not just sturdier, but much heavier, somewhat bigger and lent itself to better organization.
Here are just some of the contents and how they can save you money in your exhibit program.
1. Tape Measure: Having a decent tape measure on hand allows you to check your utility installation as soon as you arrive instead of waiting on your I&D guys and then paying them to sit around while you wait for the electricians to fix any issue you may have.
2. Tape: Duct tape, carpet tape, packaging tape, gaffer’s tape. Any tape you need to install your exhibit or pack it up after the show. Your I&D company can supply this but, as with everything else in the trade show world, you’ll be charged for the service.
I buy my tape by the case through a catalog and put about half the case in the box. You may lose a roll or two to “shrinkage” now and then but it’s still less expensive than paying for it on the spot.
Side Note: If you need electrical tape for any reason on your exhibit, be sure no one else sees it being used or lying around. The assumption will be that you’re doing electrical wiring on your own which will have the electrical union swarming your exhibit like angry ants.
3. Velcro: Velcro has almost as many uses as duct tape does and works twice as well in many cases. But don’t buy it from your local hardware store or you’ll go broke. The same catalog that has your tape should have large rolls of Velcro at a reasonable price
4. Tools: It should go without saying but I’ll say it anyway. If you need a tool to install your exhibit, that tool should be in your job box. Two if you have the room. Things like cordless screw guns, wrenches, hex keys, pliers etc should all be in your box and easy to find. Any tool that is considered “special” or unique to your structure should have two at least if at all possible. Your I&D crew may have tools but they may be in the truck. Why pay for someone to take twenty minutes at each show to get a tool you can buy and have on hand?
5. Parts: Pretty much any exhibit is going to include small parts or special fasteners to install it. Some of these parts may be readily available on site but, again, you’re going to pay for the time to get them and possibly the part. Some parts won’t be available and may take a week to get from the manufacture. Obviously you can’t wait a week for your part to arrive when your show opens and closes in the next few days. Items this important shouldn’t be tossed into a plastic bag and put on a palette loose. Find a specific place for them in your job box and have spares on board.
6. Power: You probably need extension cords and outlet strips for your new booth. Both items are available from the General Contractor or your I&D company at a premium but if you have them in your box they will pay for themselves, and a spare or two, at your first show.
7. Cleaning Supplies: Windex, Goof Off, metal cleaner and vinyl cleaner, along with a few rolls of paper towels, will go a long way. You’ll be amazed at how dirty your exhibit will get in your crates and on the install.
8. Audio/Visual Components: Depending on your setup you may need to have a separate box or crate for your sound system. You may decide to rent a system but a decent sound system will pay for itself in just three or four shows. If it will fit in your job box you’ve got one less freight item to worry about. Don’t forget to include spare cables and fittings where needed.
9. Computers: Again, depending on needs and room, you can put things like your flat panel monitors, keyboards, mice etc in your job box. Wherever you store your electronics be sure to use the original box and packaging to help protect them.
10. Lead Scanners: If you’ve done your research and decided to purchase scanners instead of renting, include these your job box as well.
11. Misc: Anything else that is small and prone to being lost should also go into your job box. Include pens, markers, extra crate bolts and nuts. I also include my return labels and even a spare set of booth keys.
Pack your box well, add to it as needed and repack it between each show if possible. I schedule a full day between shows where I empty my box and repack the entire thing before it ships out again. I make sure I have enough of everything I need and that it’s neatly packed. I have a big bag of large rubber bands that I use to wrap up power cords , computer cables and other items so they aren’t just thrown into the box. Every minute you spend organizing and neatly packing your job box will save you two minutes on the show floor.
Your exhibit crates shouldn’t hold anything but the structural components of your exhibit and furniture. If one job box won’t hold everything buy a second or possibly a rolling cage. Lock your box(s) with a good lock and make sure you have spare keys. I carry a key to my job box in my wallet at all times. I can’t get on a plane without my ID which means I won’t forget the key. I keep a full set of booth keys in my computer bag that I carry on board the plane with me and another set inside the job box. Worst case scenario is I’m robbed and loose all my keys. That’s when I go to my fallback position of my job box key screwed to the inside back wall of one of my crates. You may think it’s overboard but I’ve never once been locked out of my box.
Finally, your job box should be the last thing you put an “empty” sticker on before the show closes. Once it’s gone to storage it will cost you to get it back. If you are going to need access to it during the show have it sent to Access Storage. You’ll have to pay for this service but, if you need it, it’s worth it.
Your job box can be a valuable tool if not a life saver. Decide what you need and don’t be afraid to make changes as needed.
