Exhibitor Manual

What the manual is for

The manual removes questions. Each page should answer something an exhibitor would otherwise email you about: where to ship, how to order power, what time the hall opens. A good manual cuts the volume of questions before the show and the number of problems during it.

Write it for the person who has not done this before. An experienced exhibitor skims for the deadlines; a first-timer reads every line. Put a one-page summary of key dates at the front so both are served, and repeat the dates beside the forms they relate to.

Date every version and say what changed. Rules and deadlines shift between the first draft and the show, and exhibitors need to know which copy is current. A version number and a short change note on the first page, plus an email to exhibitors when something important changes, prevents an argument about what the manual said.

• One place for the rules

  Everything exhibitors must follow, so no one learns a rule at move-in.

• Dates first

  A summary page with every deadline, in date order.

• Contacts

  A named person for each topic: booth, shipping, services, on-site help.

What to include

The core of every manual is the same: who, when, where, what the booth includes, and how to order what it does not. Add anything particular to your show, such as a loading dock schedule or a security procedure.

Rules about safety, fire, insurance, electrical work, flooring, food, hanging signs and the like differ by venue, city and country. State the rules as they apply to your show, quote the venue's own requirements, and tell exhibitors to check with the venue or local authority and their insurer where a rule depends on them. Do not paraphrase a legal requirement from memory.

• Show information

  Name, dates, venue address, hall hours, exhibitor hours, map and parking.

• Booth details

  Size, number, what is included, and the height and layout limits.

  Event floor plan software

• Move-in and move-out

  Schedule by day and time, loading dock rules, and shipping and storage instructions.

• Rules and regulations

  The show and venue rules on construction, safety, conduct and conditions of use, per the venue and local authority.

• Services and order forms

  Power, internet, furniture, cleaning, rigging, labor, with prices and the advance order deadline.

• Badges and registration

  Exhibitor passes per booth, how staff register and how to collect badges.

  Onsite check-in and badge printing

The deadline table

Put every date in one table, in order, and repeat it on the form it belongs to. List the penalty for missing a date, such as a higher late rate, where there is one. Exhibitors work backward from the show, so give them the dates they can plan around.

Fill in your own dates. The rows below cover the deadlines most shows have; remove any that do not apply and add the ones that are particular to yours.

Service order forms

Forms are where the manual meets money. Keep each one to a page: what is offered, the price at the advance rate and at the late rate, the deadline, and where to send it. Pair every form with the date it is due and the name of who handles it.

Common forms are electricity and internet, furniture and carpet, cleaning, material handling and freight, labor, signs and rigging, and any food or catering. Group them by the provider of each service, and give exhibitors one contact for questions. Eventdex does not process these service orders; use your venue's order system or a simple form for that.

• One page per form

  Offer, price, deadline and where to send it.

• Advance and late pricing

  If rates change after a date, show both.

• A named handler

  A person or company exhibitors can contact about each form.

On-site information exhibitors need

Include what happens at the show: where to register, where to find the show office, hall security and when it is staffed, first aid, internet help and who to call about problems. Add how leads are captured on the floor so exhibitors arrive prepared.

Finish with the move-out section, which is the one exhibitors read last and get wrong most often. State when the hall may start to be cleared, when freight is collected, what happens to materials left behind and when the venue closes. A clear move-out schedule protects the venue's timetable and the exhibitors' freight.

On Eventdex events, exhibitors' booth staff can use the lead capture app to scan attendee badges and use custom forms, and exhibitors can export leads, per the lead capture and exhibitor management pages. Put the how-to for your show in this section, with the date the lead capture licenses are available.

• Show office and help

  Where it is, when it is open and who staffs it.

• Lead capture for booth staff

  How to get the app, who has a license and how to export.

  Lead capture app

• Move-out rules

  When the hall may be cleared and how freight leaves.

  Event logistics checklist

Exhibitor manual contents template

Copy this outline into your document and complete each section. Where venue or local rules apply, quote the venue's own text and tell exhibitors to confirm with the venue or local authority.

EXHIBITOR MANUAL

[Event name] [year]
Version: [number] Date: [date]

1. WELCOME AND KEY DATES
Welcome from [name].
Key dates (see the deadline table on page [x]):
- Booth payment due: [date]
- Advance services order deadline: [date]
- Freight to warehouse: [date]
- Move-in: [dates and times]
- Show hours: [dates and times]
- Move-out: [dates and times]

2. SHOW INFORMATION
Venue and address: [details]
Hall hours (exhibitors): [times]
Hall hours (attendees): [times]
Parking and transport: [details]
Venue map: [attach]

3. YOUR BOOTH
Booth number and size: [from the floor plan]
What is included: [carpet, table, chairs, power, wifi, badges]
Height and layout limits: [from the venue]
Island and large booth plan approval: [process and date]

4. MOVE-IN AND MOVE-OUT
Schedule by exhibitor group: [table]
Loading dock rules: [details]
Shipping to the warehouse: [address, labels, dates]
Shipping directly to the venue: [rules]
Storage of empty crates: [details]
Move-out and freight pick-up: [process]

5. RULES AND REGULATIONS
Construction and display rules: [venue rules]
Safety and fire: [venue rules; check with venue and local authority]
Insurance: [what the show requires; exhibitors should check with their insurer]
Electrical work: [venue rules]
Food, giveaways and demonstrations: [rules]
Conduct and cancellation: [summary, full terms in the agreement]

6. SERVICES AND ORDER FORMS
Form A: Electricity and internet
Form B: Furniture and carpet
Form C: Cleaning
Form D: Material handling and freight
Form E: Labor
Form F: Signs and rigging
Form G: Catering
For each: price (advance and late), deadline, send to [contact]

7. BADGES AND REGISTRATION
Exhibitor passes per booth: [number]
How booth staff register: [process and deadline]
Where to collect badges: [location and hours]

8. LEADS AND ENGAGEMENT
Lead capture for your team: [how to get licenses, deadline]
Exhibitor profile in the event app: [what to upload and by when]
Event program and receptions: [details]

9. ON-SITE SUPPORT
Show office: [location and hours]
Security: [details]
First aid: [location]
Internet help: [contact]
Emergency contact: [phone]

10. CONTACTS
Exhibitor services: [name, email, phone]
Operations and move-in: [name, email, phone]
Registration and badges: [name, email, phone]