Having recently completed two exhibits at an inadequately prepared venue, I can confidently say that site visits are invaluable.
When exhibiting in established venues, the risks are lower, but when faced with a remote location not designed for exhibitions, the stakes are much higher.
Trusting second-hand information can jeopardize your investment, so understanding the venue’s layout is crucial.
The Risks of Not Conducting a Site Visit
Understanding Venue Limitations
Exhibiting at a venue like the Cape Town Convention Centre is one thing, but remote locations often lack the same infrastructure. Common issues include:
- Inaccurate Information: Event organizers often provide general details that can mislead exhibitors. For example, when they state the ceiling height is 3 meters, they may not mention that a bulkhead could reduce that height to 2.8 meters.
- Space Misrepresentation: Measurements may be rounded up. If your allocated space is listed as 3 meters wide, it might actually be closer to 2.9 meters. Such inaccuracies can severely impact your exhibit design.
The Importance of Precise Measurements
To avoid costly mistakes, conducting a detailed site visit is essential. Here’s how to ensure you have all the necessary information:
- Measure Your Space: Use a tape measure to check the length, width, and height of your designated area. This allows for accurate planning and prevents any surprises during setup.
- Check Power Sources: Identify the nearest power outlets to avoid complications with your equipment. Knowing if you need a 20-meter extension cord instead of a 3-meter one can save you a lot of hassle.
- Assess Potential Obstacles: Look for any unexpected features such as pillars or walls that could interfere with your display layout. Confirm that what you receive aligns with what was promised.
The Value of Thorough Preparation
Our Experience with Site Visits
For a recent exhibition, we conducted three site visits due to a poorly scaled floorplan provided by the organizers. This preparation allowed us to:
- Avoid On-Site Drama: Many exhibitors faced heated disputes with organizers over discrepancies, but our thorough groundwork enabled us to sidestep these issues.
- Early Access Advantage: Arriving earlier than other exhibitors ensured we had clear access to our stands, allowing us to build according to our design without delays.
Conclusion
Never leave your exhibition success to chance. Relying on second-hand information can lead to unnecessary complications and added costs. By conducting thorough site visits and verifying every detail, you can ensure your exhibit meets expectations and maximizes your investment.
Happy exhibiting!
