How to choose a booth decoration company for your first exhibition exhibition

Once we have planned

the exhibition

and received the internal approval, we will proceed with the preparations for the exhibition. It is no exaggeration to say that choosing a partner is directly linked to the success of an exhibition. In particular, the decoration companies involved in exhibition booths will be important partners who will accompany you from preparation to the day of the event.

This time, we will introduce the construction process for an exhibition booth and how to choose a decorating contractor.

Please see the column below for planning information.


Planning for your first exhibition | MarkeTRUNK

Two cases when considering the construction of an exhibition booth

There are two main methods for constructing an exhibition booth. There are two ways to do this: one is to hire a specialized company such as a booth decorator, and the other is to use a package booth provided by the company hosting the exhibition.

① Cases in which a specialist is requested

We will ask a booth decoration company to handle everything from design to construction of the booth. If you want to create a highly designed booth, you may hire a design company, or if you want to keep the cost low, you may design the booth yourself and only ask for the construction.

In addition, there are cases in which a planning company that provides sales promotion and marketing support handles everything from the concept design stage, and cases where an advertising agency such as a house agency works together with a specialist company to handle the entire process.

② Cases of using a package booth

This is a case where the company hosting the exhibition has a package booth. It is a simple exhibition booth that is smaller than 1 booth or 1 to 2 booths, basic electrical work is included, and a desk and chair reception set is provided.

If you can prepare the necessary exhibits such as display panels, monitors, and demo PCs in-house, you can exhibit at a minimum cost. However, since it is difficult to differentiate from other companies, it is necessary to be creative in attracting customers and appealing to customers.

Exhibition booth construction flow

If you choose to hire a professional, the construction process will be as follows:

①Booth concept

If the concept is determined at the time of exhibition, we will proceed to the next process based on that concept. If the concept has not been decided yet, we will make a decision based on the exhibition content and targets, keeping in mind the exhibition purpose and target value.

When considering the concept, it is a good idea to decide on a general direction for the booth design and content.

②Design/estimate request

Based on the booth concept, we will request a design and estimate from a booth decoration company. Get quotes from multiple companies. In that case, please share the following information with the vendor to ensure smooth communication. We may also have an interview if necessary.

1. Exhibition to be exhibited
2. Booth size and location
3. Products to be exhibited
4. booth concept
5. Desire for exhibition content
6. Necessary items other than exhibition contents
7. sense of budget

○ Exhibition name, date, location, etc. ○ Decoration regulations (information such as booth height restrictions) ○ Size and number of booths ○ Number of open areas (1, 2, 3, fully open, etc.) ○ Product/product site URL, pamphlet, etc. ○ Exhibition purpose and target ○ Concept and theme set based on the above ○ I want to place a monitor, I want a stand to put a PC, I want to display panels, etc. ○ I want a stockyard, reception / business negotiations I want to place a set, etc. ○ Estimated budget, upper limit budget, etc.

③Estimation/design confirmation

You can get an idea of ​​the market price by getting quotes from multiple companies. We will check the unit price for each item based on the estimates from each vendor and clarify the reasons for the price difference. The booth vendor’s estimate includes the following:

1. Booth design planning and design costs
2. Floor construction cost
3. Fixtures and fixtures expenses
4. Signature fee
5. Secondary electrical work cost
6. Lease equipment costs
7. Setup/transportation costs

○ Construction of punch carpets, floor panels, etc. ○ Processing/construction of columns and walls, etc. ○ Installation of accordion doors ○ Creation of exhibition stands, entrance arches, etc. ○ Design and output of wall decorations ○ Design and output of panels ○ Distribution board circuits Construction ○ Installation of spotlights, outlets, etc. ○ Monitors, audio sets (amps/speakers/microphones) ○ Catalog stands, etc. ○ Installation and removal

We will also confirm the design along with the estimate. We will decide on a booth decorator by checking whether the design is in line with the exhibition purpose and concept, and whether the products and services are communicated to visitors.

③Creation of exhibits

After deciding on a booth decorator, we will adjust the price and finalize it. When we actually start producing exhibits, there are many changes to be made, such as increasing or decreasing the number of installed panels, and changing the positions of displays and demonstration stands. At that time, we will consult with the contractor and adjust the estimate.

Additionally, if you design exhibits in-house, you will need to submit design data. After submission, it would be a good idea to have the vendor reflect it in the perspective drawing and check the booth image each time.

④Documents to be submitted to the company hosting the exhibition

One of the troubles when exhibiting at an exhibition is the amount of documents that need to be submitted to the host company. It is true that many schedules are set and it is easy to forget. In some cases, it may be possible for a booth decorator to apply for registration on their own, so please be proactive in making such requests.

Also, some exhibitions require you to arrange for the booth decorator to provide you with an entry pass and vehicle pass for the day, so be sure to make these arrangements.

⑤Delivery and construction of exhibits

Once all preparations are complete, the day finally arrives. Booth loading and construction will take place two to two days before the event.

In addition, booth confirmation and handover will be done by the day before the event. Check with your booth decorator in advance when your presence is required. We recommend being on site the day before so that we can respond smoothly if any trouble or irregularities occur during construction.

⑥ During the exhibition period and removal

Booth decorators may not be on hand during the exhibition. If there is a breakdown or problem with the booth, please record the contact information of the person in charge so that we can respond promptly.

Immediately after the exhibition ends, the booth will be dismantled and work will begin to transport it. At that time, if you need to take the panels home with you, you can request that they be packaged.

Points to consider when choosing a booth decorator

We continue to communicate with the decoration company we commissioned to construct the booth for three months until the day of the exhibition. Smooth preparation is important at exhibitions where there are so many tasks.

In addition, the success of an exhibition is determined not by the day itself, but by the preparatory stages of booth design and communication design, so the booth decoration company you partner with is extremely important to make the exhibition a success. Below are some important points to consider when choosing a vendor.

①Budget

✓ Is it within the budget and close to what you want? ✓ Is the estimate clear and easy to understand?

②Booth design

✓ Does the design match the purpose and concept of the exhibition? ✓ Is it appropriate for branding the company, products, and services?

③Products/Services

✓ Is the product/service immediately understandable at a glance at the booth? ✓ Is the catchphrase easy to understand and in line with the needs of the visitors? ✓ Can the information conveyed to the visitors be necessary?

④Suggestion

✓Are you able to make a proposal that takes into account your wishes? ✓Are you explaining the basis of your design along with a perspective diagram? ✓Are you making suggestions other than design? ✓Are you making suggestions that add extra to your requests?

⑤Correspondence

✓Are your questions answered promptly? ✓Do you respond flexibly to your requests?

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