Shipping your Exhibit to a European Show, versus local renting. Part 1.

It is Show-Time in Europe, and you find yourself thinking, “should I ship my exhibit to Europe, or rent or build one over there”?

Is the import of my own Exhibit economical?

In order to make an educated decision, the following questions have to be answered:

• Will my exhibit be needed in the States within the next 3 month?
• What costs are involved in sending my exhibit on trip to Europe?
• Who handles the freight, temporary import, export and empty crate-storage for me?
• Does my exhibit fit in the space I will have in that European Show?
• Where do I find local labor to install my exhibit?
• What alternatives are available, locally?

If you have any local shows coming up in less than 3 month, definitely don’t ship. The alternative to sending your freight across the Atlantic on a ship is airfreight, and that will definitely shrink your budgets. Any of the large trade show-freight-partners here in the US can give you a fixed door-to door-price for your shipment to a fair in Europe. They usually cooperate with the local, official show-freight-handling company, and you’ll find your freight in your booth, as you are used to it here in the States.

Now, the next challenge is, to determine if your exhibit is a good fit for the space you rented in that show. Here in the United States, every show-floor is layed out, based on a 10’ x 10’ grid. That is not so in Europe. Spaces are individually designed. The earlier you place your reservation-request, the greater is your chance to get your space custom-fit to your needs. Once the hall is planned, you can still negotiate on larger or smaller space, based on availability. Show planners in Europe are mostly willing to break down spaces to make it fit according to exhibitor-demand.

Do not expect any pipes and drapes, or any other kind of partition between spaces, to cover the sometimes ugly backs of your neighbors exhibits. You are responsible for anything you need, to make your booth look perfect. (You might want to check in advance, about the intended building height of your neighbors, especially if your booth is not high at all).

You also want to make yourself familiar with any utility-outlets in your booth. It is very common in Europe to have electrical outlets, as well as water and other services coming out of floor-ports. Make sure they are not covered by your booth-construction.

As you already know, you are allowed to install your own exhibit. So, you are free to send your own crew to Europe (with a few local exceptions). If you don’t have one, there are I&D-companies available in Europe. If you don’t know how to get hold of them, you may also check with Exhibit-houses, they either provide you with their own crew, or give you the desired information.

Don’t forget to bring your own flooring! It is not common to rent carpets in European shows. Keep in mind that Europeans like to walk on hard floors, other than the American Exhibitors and visitors. Hardwood-Flooring is widely used, mostly on raised platforms. If you decide on carpet, you might want to skip the padding. (Except you want to hide a bunch of wiring, and the raised platform does not fit in your budget).

Finally you want to evaluate, what local alternatives are available, instead of shipping your precious freight all the way to Europe. We will go into those details in the next issue of Exhibit City News.

Read also Shipping or Local, Part 2