Our office institutes what we call a “snapshot program.” The program insures that we have photo documentation of various stages within the pre-, at-, and post-show process, allowing us to provide a clearer overall story even when items are not directly in our possession and control. While I strongly recommend hiring a service team to handle installation/dismantle and freight for your event, I understand that not all exhibitors require pre-show prep, installation & dismantle services, etc…based on exhibit size and materials as well as available budget.
When freight is damaged, lost, etc… everyone begins the blame game and the exhibitor and their exhibit house tend to end up with the short end of the stick. Don’t let this happen to you; show up to the table with a couple ACES in your hand!
Below are 5 important FREIGHT photographs that I recommend you take for every event:
Exhibitor “SnapShot” Program:
1. Prior to shipping your trade show exhibit, take a photograph of the contents of the shipping cases.
This photograph allows you to not only account for the items within the shipping case, it also will allow you to see if the cases have been handled poorly or tipped during shipping.
2. Prior to shipping your exhibit, wrap the case (especially where the lid closes) with shrink-wrap and snap a picture.
This photograph allows you to know whether the case has been opened or tampered with from the time it leaves your shipping dock to the time it arrives at your booth space.
3. Upon arrival at the exhibit space, prior to installation, photograph the items in the shipment.
Photograph the cases both unopened and with the lids open to document piece count and the condition of the assets. By comparing these photos with the ones taken prior to shipping the items to the show, you will be able to see if mishandling or tampering occurred during the time you were not in possession of your assets.
4. At conclusion of dismantle and packing of exhibit items, photograph the items packed in the cases (as described in photograph 1) as well as the cases once closed, labeled, and secured with shrink-wrap (as described in photograph 2).
5. Snap a picture of the cases upon delivery to your facility after the show, both closed and open.
Freight carriers and show decorators are not used to receiving photo documentation to this degree; therefore, they are more likely to straighten up and listen to the issue you are working through. Taking control of your assets will help others begin to take responsibility!
Learn more ins and outs of the trade show world with the 75- page Trade Show Marketing Idea Kit. The Kit covers setting objectives to lead management, and everything in between.