Everyone does travel differently of course but here’s what works for me.
Unless your trade show pops up on the radar suddenly, which does happen, or your company has you traveling for non show related reasons, you should know your show and travel dates long before you do your traveling. I typically know my show schedule six months in advance if not a year.
In looking at my schedule, I first look at each shows schedule so I know just what days I need to be on site. For me, the more time for set the better (see my Blahg Early Setup) so I always plan to be in the show city on the afternoon before setup begins. I also always plan to be in the show city as late on the day after the show closes as reasonable to ensure my exhibit gets shipped out. This means my time on site for each show is seven days.
Next in my consideration is where the show is. If the show is in Chicago then seven days is plenty of time for me so I’ll fly in and out accordingly. But if the show is in Denver, well, I’m going to want to spend some time in the mountains.
So, I mentioned flying in early. I always book the earliest flight of the day possible that doesn’t put me in a center seat. (Center seats are just stupid if you ask me. Nothing like starting of my already long show weak with a sore back. ) Even though a 6 am flight means I’m waking up at 3:30 am, I find it’s the way to go. For one thing, I can crash on the plane and make up most of the lost sleep. I’ve had flights where I was asleep before the plane pushed back from the gate and didn’t wake up until the plane landed. Now that’s a good flight. Another reason to book an early flight is the traffic; or lack thereof. From the freeway to the jet way, all the lines, if there are any, are shorter than flying in the middle of the day.
Whether you’re flying or driving there are some things you want to take with you for the trip.
First up is your itinerary. I keep a folder with my printed receipts, but I also put all the relevant information into my iPhone so I have it easily available. My iPhone is basically my hand held brain.
I always, ALWAYS, carry my laptop and the following list also goes in the computer bag.
- Power supplies. Make sure you include the power supply for any electronic devise you’re bringing to the show. If several can use the same adapter you can save space and weight.
- Home keys. You’ll want your home keys for when you return so put them in a pocket of the bag so you don’t have to worry about losing them.
- Booth keys. You should always have several sets of keys for every lock on your exhibit and crates. I always carry my main set with me in my bag.
- Show binder. I like to keep my show binder on me for the same reason I keep my keys on me. If the crate with my keys or binder doesn’t show up I’m in trouble.
- Change of clothes. This one I learned the hard way. I did a show in Philadelphia and somehow my luggage didn’t make it on the same plane. I spent two days in the same clothes.
- Other items like my cordless mouse and pad, batteries, MP3 player and headphones, travel pillow, bluetooth headset, anti-bacterial hand cleaner, etc.
Your list may be longer or shorter, but basically it should include anything, within reason, you’ll need or want while actually traveling. The other criteria would be anything that would constitute a show stopper if you don’t have. i.e. booth keys.
Once I’ve landed, I get my luggage and head to the rental car counter. From there I head to the hotel and get checked into my room. Normal check in isn’t until 3 or 4 pm but most hotels will allow you to check in anytime after noon as long as they have a clean room available. So now I’ve completed my actual travel for the day and checked into the hotel by noon. Time for lunch or maybe a nap.
The next step is to check out the convention center and see what shape I’m in. I have never been to a show where I couldn’t get on the show floor the day before setup. Most of the time you can just walk right in. If all the doors are locked you can always go around to the docks. The general contractor will be on the floor laying out booths, electrical and unloading freight from the advance warehouse. I find my booth space and check the size and location of things like the main entrance, restrooms etc. I also check to see if all of my freight has arrived and that my electrical is installed correctly. Freight and electrical may not always be there but more often than not if you check your space between 3 and 4 pm you’ll find both in place. If there is a problem to address I’ll do it then or at least know where I need to start first thing in the morning.
So I’m at the show and my booth is in good shape. The first half of my traveling is complete. Now it’s show time.
After the show is closed and your booth is packed up, it’s time to head home. Or is it? Most shows I do close around noon and I’m packed and ready to ship before they close the docks that evening. On a good day I can have my truck loaded, do my idiot check and be off the floor the day the show closes. But you never know that until it’s done. Even if my booth is packed and my driver has checked in, I never leave the show city until my truck is loaded and I’ve shook the driver’s hand. Early on I had the experience of “forced freight” and even an extra night or two in the hotel is hugely less expensive.
So, to ensure I’m not cutting corners to catch a flight, I book my return flight for late afternoon on the day after the show. This gives me plenty of time to address any issues and hey, if the truck is loaded and gone the night before, I sleep in and enjoy a day in the show city. It’s normally a Saturday anyway so it’s my own time.
Early in and late out gives me plenty of time to handle any issues and reduces my stress level. Setup days are long as are the show days so anything you can do to make them easier is worth the time and effort. The bottom line is this. If you do ten or fifteen shows a year and you stay an extra day for each one, chances are you’ll spend less money than if you are force freighted just once. When your boss asks “What does it cost us to do that?”, part of your answer should be to show him what it could cost to not do that.
