EXHIBIT PREVIEWS
 My exhibit house just finished my new booth, and it’s time for my exhibit preview. What should I inspect, and what questions should I ask during my preview?
 A thorough exhibit preview is a critical step in the purchasing process. It’s the only time you’ll see your exhibit fully assembled before you have to install it at the show. If you fail to thoroughly inspect your new property, or skip the preview altogether, you could encounter costly mishaps at the show, including everything from poor lighting and fuzzy graphics to missing components and improper configurations.
The following 12 questions will help guide you through the inspection process — and help you sidestep costly problems before the show.
1. Did the exhibit house actually build what was requested? A quick comparison between the renderings and the actual exhibit should get you started, but then perform a more detailed comparison. Pull out your line-item estimates along with your signed production drawings and compare each piece listed on them
to the actual exhibit.
2. Do the finishes and colors match your specifications? Check finishes and colors on everything from exhibit components to graphics, as they should match not only your specifications but each other.
3. Is the flooring correct? Often, the flooring isn’t installed for the booth preview, but ask the exhibit house to pull it out so you can inspect its size, color, and quality, and to make sure it matches the rest of the design. If you’re using carpet, ask reps to stretch it out to its full length so you can get a good look. Also ask to see any ancillary items, such as overhead hanging signs, banners, etc., which often aren’t part of the preview.
4. Do work surfaces have the necessary wiring-access holes (grommets) for monitors, computers, printers, etc.? These are easy to forget and messy and costly to add on the show floor. However, they’re an easy and inexpensive fix in the shop.
5. Are all of the graphics ready, and have they been printed correctly? Do they fit neatly and securely in their mountings? Are all of the images clean and clear? Are there any typos? Are the graphics readable from the appropriate distances? Last-minute graphics replacement can break your budget in a heartbeat. So spend as much time as necessary to inspect every detail.
6. Do the products fit into the display cases, and is there enough open space for everything that needs to be displayed? If possible, bring several of your products to the preview to see how they’ll actually look in your exhibit and to gauge the amount of product you’ll need to bring to the show.
7. Do the light fixtures function properly and appropriately? Do they serve their purposes as accents, display lights, task lighting, etc.? Are the electrical outlets and data cables located in the proper positions to allow easy access?
8. Do the storage spaces include functional hardware and structures, such as shelves, rods, hooks, and lights? Are there storage-cabinet locks? If so, are they functional, and where are the keys? Is the same key used for each lock? Where can you obtain an extra set in an emergency?
9. What are the setup procedures? Even if you’re using a full I&D crew, you need a basic understanding of how the exhibit is set up and dismantled so you can effectively monitor and assist your crew. Review the setup drawings, identify each part inventoried on them, and determine what goes where. Ask someone to walk you through the setup process in as much detail as possible. Also think about how you will need to orchestrate the exhibit setup and identify in which order crates should be packed into the truck and delivered to your space to expedite the process. Finally, take photos of the completed structure to assist installation workers, and if possible, photograph individual steps in the setup process that might prove tricky on site.
10. How will the exhibit be oriented in your space? Orienting your exhibit can be challenging, and getting the booth half built only to realize it’s facing the wrong direction can easily double your labor costs. Orient your booth now, not at the show.
11. How have any changes affected the exhibit? You or the exhibit house may have initiated changes between the time you signed off on the initial design and its preview. For example, materials or treatments may have been altered due to availability issues, or maybe you added a last-minute element. So make sure all of the changes have been made according to your specifications and have been reflected in the invoice, as they may result in a cost savings to you.
12. How much time has the builder allowed between preview and shipping to execute any changes? Some fixes take a few minutes, while others take days. Depending on your shipping schedule, you may or may not want to make time-consuming changes prior to your first show. If you need to replace a kiosk finish, for example, and you’ve only got a day before the booth ships, it might be better to go with the existing finish rather than risk a late shipment, or worse yet, a missing kiosk altogether.
While these 12 questions will help you head off some of the worst at-show surprises, consider bringing in several more sets of eyes, such as the key staffers that will work the booth. Not only can they help you spot potential problems, but they’ll get a sneak peak to better prepare them for working the show.
Also consider bringing members of management along to the preview, rather than unveiling your booth at the show, where last-minute changes are almost impossible. In fact, it might be a good idea to extend your preview an hour or so and make an event out of it. Invite management and your staff to a pre-show celebration complete with snacks, drinks, and unveil the brand new face for your company.
— Jim Judson, marketing and communications director, Gilbert Displays Inc., Melville, NY
POWERPOINT PRESENTATIONS
Following each show, I create a PowerPoint presentation for management, which includes oodles of show photos. However, my photo files are so big that they slow down my entire presentation. How can I quickly downsize my photos?
While each version of PowerPoint is slightly different, there are two basic ways to downsize photos for your presentation.
With the first method, simply open your PowerPoint and double click one of the photos in your presentation. You’ll then see a “Format Picture” box; click on the “Picture” tab if it isn’t already visible. Then click on “Compress,” which is usually located on the left of the box. Another box called “Compress Pictures” will pop up; under “Apply to,” select “All Pictures in Document.” Then click “OK.”
The second method uses the toolbars across the top of page. Click on “View” and then scroll down to “Toolbars” and then to “Picture” to open the “Picture” toolbar. Click on the “Compress” icon, which is a little yellow box with an arrow pointing to each corner. The same “Compress Pictures” indicated in the first method will appear. Make sure “All Pictures in Document” is selected, and then click “OK.”
— Kimberly Kee, president, Kee
Consulting, Castle Rock, CO
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