No one really loves to talk about budgets. But the hard facts are, there are so many variables when planning a show that you really should have a solid grasp on what your business is going to be spending on events and shows in the coming year. It never fails that a last minute item needs to be added, is requested by management, or forgotten altogether. Those costs can quickly add up and it is a good idea to have a little cush when planning your event. Following are some REAL scenarios our customers have run into and ways that Exhibitors Service Network has helped them keep within their budgets.
- Our Sales Manager decided to add another piece of equipment to OTC (largest oil and gas show held annually in Houston, TX).
The Marketing Manager called us with this news one week prior to the opening of the show. The booth had already been laid out both virtually and on paper placing all the equipment either on custom shelving manufactured by our talented booth team or on the floor space. She was concerned that there was nowhere left to put this piece and the Sales Manager insisted it needed to be in the show. ESN went to their office with the existing floor plan and met with both the Marketing Manager as well as the Sales Manager to ensure the latter not only understood how things were currently in place but to include him in the decision process as it would change the layout. (The Marketing team appreciated this as well). After putting pencil to paper and rearranging some furniture and other pieces, it was determined that the new piece could fit where an existing column held a similar in size piece; and that the existing piece could be moved to a more internal section of the booth. We also assisted in filling out additional paperwork for the pieces to be moved in by show services. By having a good relationship with the show services group, we were able to add in the additional costs within budget and use a smaller column for the used piece that we had in our warehouse, which matched their custom stand.
- We forgot to order a fork lift to bring in some heavy pieces.
The Show Coordinator for this client called us on their assigned move in date. “I totally dropped the ball – can you help?” As we were already on the floor, our project manager was able to go to the show services booth and order the correct size fork lift needed to bring in the two heavier pieces. The client unfortunately did not have the fork lift in his budget, but was grateful we were able to assist. This is a good instance of needing a little “cush”. It’s also a good idea to use our show planning guide.
- Not sure how many plants we need or if we even need them.
Our advice to this client is standard for all our clients. Depending on whether your booth is inside or outside and the location, it’s always a good idea to have at least one nice plant or floral piece in your booth’s reception area. It creates a sense of welcome. If you are outside in the heat of Florida, Texas, or another southern state, you might wish to use something that is more tropical, but remember that you don’t want to take away from your display with too many pieces or block an entry for your visitors. Most show services offer plants appropriate to that region. Always have floral in your budget as typically it is a forgotten item and once the booth is set up, most companies decide they need something green.
- My boss thinks we need to add a guest seating area in the booth.
It’s always a great idea to have a hospitality area. We recently had a blog on this very subject. ESN rents furniture from modern to more traditional pieces. Since ESN designed an open booth with this client, we were easily able to accommodate her boss’s wishes. This smart thinking manager had put furniture in her budget, just in case. She was glad that she did!
We hope you have gleaned some additional knowledge about contingencies and the importance of adding to your budget. ESN is always with our clients from the brainstorming process to show tear down and stand ready to provide the best service in the industry.
At ESN, we know…… it’s more than just an exhibit, it’s an experience. ™
Call or email us: Phone: +1-832-358-2002 / Email: esn@tradesho.com
