On the morning of move-in, a machinery exhibitor arrives at the hall with two crates of samples and a large display screen. They ask the organizer, "Where does power for my booth come from?" A good answer is "Outlet 14 is right behind your booth. It's been pre-ordered and a technician is on the way." A bad answer is "Go ask at the service desk." The difference is whether the organizer settled power and internet weeks earlier.
Why power and internet decide booth choice
The floor plan design material in the exhibition management training program points out a detail few people notice. At many convention centers, utility ports for electricity, air and water are built into the floor, usually about 30 feet (9 meters) apart. When the booth grid is divided into 3-meter modules, these ports land on the back line of the booths rather than in the middle of a booth or an aisle. That's one reason the 3-meter grid became a common standard.
It also means the position of the power port directly affects which booth an exhibitor will pick. Someone who needs a lot of power won't want a booth far from a port. That's why the material advises putting these layers of information, including electrical (E), plumbing (P), drains (D), columns and fire equipment, on the public floor plan you use for sales, even if the main contractor's internal plan is more detailed.
Ordering power and internet for exhibition booths is more than a registration procedure. Exhibitors need this information from the moment they choose a position.
Internet: the biggest question at a modern exhibition
Operations guides stress that the organizer and the venue's exhibition representative should know the venue's bandwidth against the event's expected demand, based on past editions and projected visitors, and then check it again on arrival. This matters most when many exhibitors and visitors carry wireless devices.
Some venues can install extra signal boosters for large events. Bandwidth also differs from country to country, so confirm specifics rather than assuming.
The venue selection material adds a point worth remembering: most guests expect free internet, but many venues don't provide it free. Ask clearly about Wi-Fi access, the maximum load and what guests will be charged.
What the service kit should state
The exhibitor service kit (ESK) needs to spell out the costs and requirements for installing and removing utilities. The article on the Exhibitor Kit explains how the whole document set fits together. For power and internet specifically, include the following.
- A table of the standard capacity included in the booth price, if any
- Prices for higher capacity, and the socket type
- Prices and types of internet connection: dedicated Wi-Fi or a wired connection
- The deadline for ordering in advance and the surcharge for ordering on site
- The hours power is supplied and the hours it is cut off
- Contact details for the responsible contractor
The on-site surcharge causes the most resentment. First-time exhibitors often don't realize they should order in advance, and only find out about the higher price on arrival. The fair way to handle it is to remind them three times: in the sales package, in the service kit and in a reminder email 10 days before the deadline.
Power on build and dismantle days
The venue contract material notes that the cost of lighting, air conditioning and heating can be very high on build and dismantle days, so negotiate this clause and state it clearly in the contract. The article on liquidated damages adds more on how to read a venue contract.
For dismantling, the operations plan has to state when power and other utilities are cut off. Exhibitors need to know that after that hour they can't use power to take their machines apart. It sounds minor, but it can slow down move-out for the whole exhibition, as the article on the three operating phases of an exhibition explained.
Checking on site
On the afternoon before move-in, do two simple things. Take the floor plan out onto the floor and check whether the number of power ports matches the drawing, because venues sometimes make changes. Then test the network connection at three different points in the hall, measure the real speed with a phone and write it down.
Both take about an hour and tell you more than any confirmation call.
If you'd like someone to go through the power and network checklist for an upcoming exhibition, you can contact us through the quote page.
Exhibitors rarely remember the organizer because the power worked well. They do remember it for a very long time if it didn't.