To ensure a successful show, it’s important to have all your bases covered when it comes to booth logistics.
Booth Layout
Will you rent, build, or re-use existing structures? When planning your booth, consider accessibility, visibility, and location on the show floor. To stand out from the crowd, you'll also want to make your booth visually appealing, aligned with your brand, inviting to attendees, and functional for visitors and staff alike.
Use attention-grabbing signage, banners, and lighting, and consider interactive displays, product demos, and multimedia presentations to capture the attention of passers-by and help visitors better understand your offerings before they even enter your booth. Organize your booth layout for easy flow and navigation, and if possible, create dedicated spaces for discussions, demos, and private meetings.
This is also a great time to review your goals and make sure you’re showcasing the right products/services while aligning with the wants and needs of your audience. When planning your booth, it's important to create an in-booth experience that not only captivates visitors but also keeps them engaged for more than a fleeting moment.
One foundational component that is often overlooked is signage. This essential component is the first impression attendees have of your booth when exploring the Show Floor. Signage should not only convey your brand's message and unique selling points but also the most basic identification information—your company name and logo. With all the photos being taken on the Show Floor, it's just one more way to make a lasting impression.
TIP: Review the Exhibitor Rules & Regulations to note specific booth design and setup regulations as early as possible.
Technology Setup
Ensure you have all the technical equipment you'll need, such as screens, projectors, and demo setups, and test them out well in advance to ensure they are functioning properly. If you need to order new items, do so early to avoid scrambling or overpaying for items at the last minute.
TIP: If you plan to schedule meetings in your booth, determine any technology you will need to ensure a seamless process for you, your team, and your guests.
Comfort
Keep the comfort of your staff and visitors in mind when planning your booth design. Create an inviting atmosphere that encourages engagement and fosters positive interactions.
- Incorporate ample seating areas where attendees can relax, network, or engage in discussions.
- Consider offering refreshments such as water, coffee, or light snacks to keep energy levels up and provide a welcoming touch.
- Pay attention to the layout and flow of the booth to ensure ease of navigation and accessibility for all visitors.
Prioritizing comfort and hospitality in your booth design will enhance the overall experience and leave a lasting impression on visitors.
Order Booth Supplies and Services
Make note of DEMA Show’s official contractors and order any booth furnishings, equipment, or services needed by the deadline. Many suppliers offer discounted rates when orders are placed by a specific date so be sure to note these deadlines and order early to maximize savings.
Logistics and Shipping
Coordinate logistics like shipping your booth materials, product samples, and any onsite equipment you'll need. Confirm shipping requirements, and if possible, ship early to avoid unexpected delays. When planning, keep in mind that surprises do happen—you’ll want to have a backup plan at the ready in case of delays or damage.
Important Dates and Deadlines
Make a list of all important deadlines around DEMA Show and consider adding reminders to your calendar so nothing gets missed.
TIP: use our key dates and deadlines checklist in your Exhibitor Services Manual for a quick at-a-glance reference.
Review DEMA Show Policies
Review all DEMA Show policies and FAQs and keep a list of DEMA Show contacts to ensure you have essential event information and know who to contact when help is needed.
Create & Review Your Budget
When formulating your budget, remember to incorporate known expenses such as travel, exhibit space rentals, show services, marketing materials, giveaways, promotions, sponsorships, and other relevant costs. It's also a good idea to allocate additional funds for miscellaneous expenses that may arise on-site.
Make Travel Arrangements Early
Take advantage of the DEMA Show hotel block to ensure favorable rates and availability and book rooms early for anyone traveling with you to DEMA Show. The 2024 booking deadline is October 21, 2024, but rooms are subject to availability and may be sold out as we get closer to show dates. Book now to lock in rooms and savings.
If you're traveling to DEMA Show from outside the United States, be sure to check any travel requirements and plan early to prevent delays. For your convenience, we have specific resources to help get you to DEMA Show. NOTE: The time to receive a Visa or ESTA approval can be quite lengthy. We encourage you to contact us as soon as possible and start the application process well in advance to prevent delays.
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