Meeting Room Manager

The Meeting room manager’s job just got easier, thanks to your friends at Modular Trade Show Display. When you’re coordinating your next trade show, convention or exhibition, all the presentation training in the world can’t properly prepare you for what lies ahead.

The best way to hone your skills as a meeting room manager/show manager is to get knee-deep in a huge trade show project, roll up your sleeves and dive in head first. Once fully immersed in your first trade show, you will fully understand the challenges that one faces in the trade show industry.

Fortunately, there is software available to help take off the edge of scheduling and monitoring the space as it is allocated and reserved/rented/assigned to particular event exhibitors.

One of the primary concerns is in regards to the trade show display itself

trade show display

Trade Show Display

What type of tradeshow display is your exhibitor planning on using as their display marketing exhibit.

Keep in mind that trade show display refers to any physical display material or presentation, including craft show display, exhibit display, conference room display or convention display that is restricted by specific dimensions and may (or may not) require power.

You should be able to identify all electrical outlets, as well as the electrical amperages, on your trade show floor layout diagrams enabling you to properly match the appropriate spaces to meet the needs of your trade show display clientele.

Trade Show Display Set Up

To make sure things run smoothly during set-up prior to opening day of your trade show event.

Depending on your event location, there may be trade show display landing fees, known as drayage rates, which can amount to one dollar per pound (more or less) based on the weight of the entire trade show display. This covers the price of transporting the crated trade show display materials to the specific trades show space where the trade show display will be built and/or assembled by the contractors.

If local contractors will be used, the meeting room manager will coordinate and arrange for making sure that exhibitors have ample time to get the appropriate licenses, as well as clearance and passes for the contractors and crew to be escorted to the site of the trade show display. Rigging crews will be utilized to hang any overhead signage prior to the trade show display construction. It is not uncommon that one crew will be shared among many trade show exhibitors for their various trade show displays. The Meeting Room Manager can help to arrange the contractors to be shared effectively.

Some modular trade show displays may not need contractors as they can be easily assembled by the exhibitors themselves on site without the use of tools or skilled labor.

Trade Show Maintenance

The Meeting Room Manager is also overseeing that regular maintenance staff is onsite during all hours of the event including housekeeping services to maintain a professional and clean trade show exhibition.

Being able to assist trade show exhibitors as the need arises for repairing malfunctioning or faulty trade show displays or answering the call of unscheduled maintenance needs as they arise can make for an effective trade show presentation.

The effective Meeting Room Manager is prepared for any occasion or unexpected challenge, with the appropriate support staff either onsite or on standby.

Dismantling Trade Show Displays

Contractors will return to the site following the trade show event to dismantle the trade show displays and rigging crews will remove all overhead hanging display fixtures.

Some trade show displays constructed on site will be assumed as single use by the trade show exhibitor and thereby deemed disposable. Exhibitor is responsible for all dismantling, destruction and disposal costs of their trade show display.

Trade show exhibitors are responsible for removing and/or shipping their trade show displays and components. If they are not removed and/or shipped off site by the specified time, their components will be destroyed and the exhibitor will be liable for all disposal costs incurred by the event center.

Trade Show Event Clean Up

Following the trade show event and removal of all trade show displays, all debris must be removed and event location