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Fall in event explorer!
If you’re reading this guide then soon you’ll be dropping into the exhibition and events wilderness, and we salute you for it. It’s not easy being an exhibitor; you’ve spent the last weeks and months getting everything in order and now the countdown is on until the big day itself.
To give you the best chance of succeeding once you have boots on the ground, we’ve developed this on-site survival handbook. Inside you’ll find a comprehensive gathering of exhibitor knowledge, detailing everyday items that could get you out of a jam once you’re in the field.
You might not need all of it, but failure to prepare is to prepare for failure. Our mission is to make sure you succeed. So save or print a copy of this guide, cherry pick what you think you’ll need and good luck out there.
The GES Team
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ON-SITE SURVIVAL GUIDE
ON-SITE SURVIVAL GUIDE
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CommsWe love the smell of venue coffee in the morning, but the one thing we love more than that are smart devices. Your smart device is your first line of defence once you’re on-site and there are a few things you can pack into its memory before you arrive. So let’s start putting it through its paces!
Get a copy of the show floor plan and identify where your stand is in relation to the venue services to help you navigate the venue i.e. toilets, food counters and our on-site service desks.
Seen some darn good work on-site and want to mark it on your visitor’s maps? Take some recon snaps and radio it into us @GES_EMEA
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Standard issue smart device inventory:
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D E C I B E L S
Decibel meter – For making sure your stand (and your comrade’s stand) is stealthy and not drawing any unwanted attention. Some events have stands featuring noisy factory equipment, PA systems and the like. Installing a decibel meter on your phone will allow you to make sure your stand doesn’t infringe on sound limits (and make sure your neighbour doesn’t drown you out).
Calculator
Addresses
Flash light app
Camera
Stop watch
Show app
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FIELD OFFICEKitting out and maintaining a stand kit with a variety of stationery, maintenance and tech supplies will help you be prepared for any eventuality out in the field. All of the items detailed will easily fit into a small, cabin sized pull along case; perfect for rapid deployment in an emergency.
Don’t make the rookie mistake of packing the sharp and liquid items into hand luggage if you’re tackling an international deployment!
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Stationery life savers:
Pre-printed shipping labels – Having these to hand will allow you to exfiltrate at beaucoup speed! Just slap them on your boxes when the show finishes, get your logistics partner to pick them up and yomp over to the rendezvous point!
SPECIAL DELIVERY
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Handheld hole punchPens/MarkersScissorsStapler/staple removerReam of paperSticky/parcel tapeRulerGlue stickPen holderSticky note padsLiquid eraserClipboardPrompt cards
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Super glue – As well as being great at patching up wounded soldiers, super glue is excellent for running field repairs to you and your stand. Snapped the heel of your shoe? Got a flappy graphic that needs to hold fast? The list goes on – super glue can be your best friend as long as you don’t stick yourself to your repair as well…
Maintenance supplies for field repairs:
Measuring tape
Craft knife
Box cutter
Spare light bulbs
Bin liners
Multipurpose cleaner
Electronic cleaner
Compressed air duster
Zip top bags (in a few sizes)
Extra screws, nuts and bolts
Extra batteries
Artist spray mount
Roll of paper towels
WD40
Multi-head screw driver
Spare keys to your stand
Electronic cleaner
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USB sticks – Pull the pin on these bad boys when things get desperate. If you’re holding off waves of visitors and can’t get reinforcements, deploy preloaded USB sticks into your visitor’s hands so they can walk away with a little piece of your stand. Also great for blasting down the walls of forgetfulness when visitors get home.
Tech supplies to get you out of a tight spot
Cable ties
Power lead (max 2m long and nomore than 4 ways)
Surge protector (bring a few)
Computer/network cables
Small toolkit for computers
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TROOPSTake care of your troops and they’ll take care of you. You always need to expect the unexpected when you’re on the ground, so packing a few personal supplies for you and your troops can really save the day. Had a dodgy curry the night before? We’ve got you covered. Ripped your trousers bending down for a box? Don’t sweat it.
Do some pre event recon using review websites to see what food places are good and which ones to avoid. A lot of venue websites will have an affiliates/amenities page for you to chow down into and avoid any sticky moments when you get on-site.
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Mobile phone chargers – Keep these on hand, not just for yourselves, but for any friendlies that make their way onto your stand. This is especially important if you have digital content you’d like to share or your product uses an app. It helps maintain diplomatic relations with your neighbours too!
Keep these little gadgets and gizmos close at hand:
International power adapterSmall sewing kitTravel wash kitGeneric company business cardsIf you have a team uniform: an extra shirt or two in a few sizesTissuesManicure kit
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Paracetamol, Ibuprofen (bring both) – Just make sure there’s no one in your squad who is allergic to any medication prior to taking it! You don’t want your Top Gun M.I.A because they took something in the heat of battle that they shouldn’t have.
Before you radio in for a medic...
Small first aid kitExtra plasters in various sizesAntacidEye dropsHand sanitiser
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Locked? Loaded? Ready to roll?We hope you’ve got your kit together and you’re all ready to hit the ground running. If you need any further assistance or have questions about your stand, contact us on +44 (0)2476 380 180.
Happy exhibiting trooper!
Don’t forget you can always get in touch with us through Twitter @GES_EMEA and find extra guides on our Exhibiting Toolbox
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