“All great changes are preceded by chaos.”

-Deepak Chopra

Live trade shows are back, and the industry is showing signs of recovery. Companies are returning to their booths and meeting face to face again. Yet many exhibitors still face challenges. The biggest is a smaller trade show budget than they had in 2019.

These budget reductions have been a driving factor for Exhibit Vendors and Suppliers struggling to regain their footing.  We are all aware that the past year was extremely tough for many exhibit houses and in some cases, devastating.  Many companies had to furlough employees, and unfortunately, some companies had no other choice but to sell or face permanent closure. According to the June 2021 Exhibitor Insight report, “roughly one in five corporate exhibit managers reported that their primary exhibit provider may no longer be in business.”

Exhibit houses that weathered the past year and a half still face financial strain. They also face a labor shortage and rising vendor prices. About 32% of furloughed staff found work outside the industry. Another 31% of vendors are recruiting, but many struggle to find enough qualified applicants. (Exhibitor Insight Report, June 2021)

As a result, exhibiting companies may find themselves without an exhibit house partner or one struggling to meet their needs. So, unfortunately, it may be time to ask the tough question.

IS IT TIME TO FIND A NEW EXHIBIT PARTNER?

If you are considering a new exhibit partner, be sure to consider the following questions:

Is your current exhibit partnership salvageable?

 If you have not communicated your concerns or issues to your account executive, that should be your first step. If your exhibiting partner is unaware of your concerns, they will not be able to fix anything. However, if you have taken the time and energy to communicate your issues and your needs are continuously unmet, and your numerous concerns have not been addressed, then it may be time for a change. The decision could also be based on budgetary and quality matters. For example, an exhibit house may not be able to deliver your expectations with your new budget or material and service short-cuts could hamper the outcome.

What should you consider before changing your exhibit partner?

Before you tell your exhibit partner you are leaving, review your contracts. Check for discounts tied to the contract term. Ending early could mean paying those discounts back. I recommend reviewing the agreements with management and your legal team. They can help you avoid a breach or timing problem. If there are no contractual issues, you can begin looking for a new partner.

What should you gather before leaving your exhibit partner?

Gather the details of your current trade show program. Keep copies of the designs and an accurate asset inventory. Record your color schemes, finish names, and which items you rent or own. Compile past pricing so you can compare the cost of new services. Having these records will make the transition smoother.

How to find the right new exhibit partner for you?

Finding a new partner for an existing booth differs from starting from scratch. You should still use a vendor selection process or RFP. You will simply need less information about a new design.

Also, take this opportunity to discuss the various issues early in the process that prompted you to leave the last exhibit house. You may also want to vet the candidates thoroughly and understand the new account executives’ level of experience they will bring to the table.

For more information on the below, read my article 5 Key Steps to Plan a Trade Show Exhibit.

Vetting Candidates

Design Process (Developing the RFP)

Detailed Proposal

Choosing Your Partner

Production & I&D Process

If you would like free copies of my RFI, RFP, Design Questionnaire, and General Proposal templates please email me at ezilinskas@labexhibits.com.

How do I move my exhibit display to the new exhibit house?

The last piece of the puzzle is to physically move your exhibit display from your current vendor to the new one. You may need to hire a third-party shipping company, and it may be wise to have someone from your staff or your new vendor’s staff on-site to do an inventory of all display assets before shipping. It may also be a good idea to do another inventory when the shipment has arrived at its destination.

Making the decision to leave your current exhibit house can be difficult, and although it is business, it can also feel personal.  Prior to the pandemic this decision would have been a difficult one, so the additional factors will make it that much harder.  The truth is that you must make the tough decisions to continue providing your customers with an engaging and memorable trade show experience.

At Lab Exhibits & Services, we can help you with all aspects of your live trade show custom and rental display needs.  We are also currently developing virtual environments that will serve as extensions of live events. Please allow us the opportunity to share our ideas with you and help you create opportunities for the coming year.