Coordinating a trade show is a large task. Your facility coordinator will be your partner for several months. Make sure that you have good communication with your facility and coordinator. It is important for you to find out in the beginning whether the facility can meet your needs.

Here is a list of the information that you should get from the facility in advance of booking your trade show:

• Complete floor plan (entrances, loading dock, improvements, etc.)

• Exhibition floor space (total square footage)

• Heights of ceilings (lighting)

• Does the facility meet ADA (Americans with Disabilities Act) requirements?

• Are meeting and banquet rooms available? How far from exhibit space?

• Are there accessible loading and unloading areas?

• Limitations that exhibitors need to be aware of (weight, loading area dimensions, etc.)

• Are there freight elevators and ramps (how many floors to exhibit space, size of elevator, weight limitations)?

• Are there elevators, stairs, and escalators (location, and how many)?

• Are there storage facilities available (if so, cost)?

• What are the insurance requirements?

• Cost of facility (deposit, and terms of payment)

• What services are available? Who is recommended? What are union requirements? (labor rates of electricians, carpenters, decorators, security etc.)

• Additional expenses (telephones, parking, fax machine, press room, utilities, computers, typewriters, show management, desk/office, storage, etc.)

• What are regulations concerning: licenses, liability, fire, building codes, alcohol, cleanup, etc.

• Exhibitors information: shipping address, check-in and checkout procedures, earliest setup time, latest takedown time, inspection dates and times, etc.)

• Types of admission: open/free of charge, badge, charge, etc.

• Key contact for security, theft reporting, off-hour contact

Exhibit Professionals: This is a fast growing industry. There are many professional companies that can help you accomplish your tasks. Exposition service contractors can provide all the services listed here, or you can develop your own team of experts. Exhibit services include: Furniture, floor coverings, accessories, pipe and drape, utilities, floor plans, signage, audio visual equipment, staffing, flower/ plant rentals, cleaning service, security services, exhibit design and construction, lighting, sound, communications, photographic services, business service centers, postal packing services and consulting (you will find most of these services in this guide).