How To Keep Your Tradeshow Booth From Exploding (Figuratively)
Meet Declan!
If you’ve ever had a custom tradeshow display go off without a hitch, chances are someone like Declan Withers was behind the scenes making it happen.
With over 20 years in show services management, Declan is the guy who knows every venue, every loophole, every “this should’ve been delivered yesterday” moment - and how to fix it.
He’s not just your install manager. He’s your problem anticipator, show-to-show negotiator, freight wrangler, union code whisperer, and all-around calm in the storm of tradeshow chaos. Read on to discover some of the most common things Declan recommends you pay attention to when planning your display.
Common Pitfalls Declan Sees All the Time (So You Don’t Have To)
Even the most beautiful, well-designed exhibit can fall apart if the logistics are off. Here are the top tradeshow booth mistakes Declan wishes more people knew to avoid:
Forgetting That Every Show Is Different
Just because you’ve exhibited in Vegas before doesn’t mean you know how this show works. Labour rates, union rules, and material handling charges can vary wildly - even between two shows in the same city or venue. In Las Vegas for example, labour rates of up to $500 per hour are not unusual.Quick Tip:
Before every show, ask: What’s different about this one? Research dates, install windows, union rules, and floor plan changes.Sending Small Boxes to the Advanced Warehouse
It sounds convenient - but it’s a fast way to lose them. Don’t do it. If it’s not in a marked crate, it’s probably going to get lost or delayed. That $100 rush order? Gone.
Quick Tip:
Bundle small items inside clearly labeled crates. If it’s just one box, bring it with your team or ship direct-to-show.Underquoting Labour Costs
A great install crew can make your booth look like a million bucks, but they’re not cheap. And if your booth design changes last-minute (like adding a canopy or walls), the setup time and cost can skyrocket. It’s often better to get a quote that’s a bit high and come in under budget rather than be surprised later with a lot of unexpected costs.Quick Tip:
Design and budget together. Ask your show services partner to review the design before it goes to print.Skipping the Basics
You’d be surprised how many teams forget to confirm:
The exact booth number
The correct install and dismantle times
Who’s actually responsible for ordering electrical, rigging, or flooring
Quick Tip:
Use a show planning checklist (yes, we have one - just ask). It’ll save hours of emails and thousands in surprise charges.
Why Declan’s Role Matters
Show services is like plumbing—no one notices it when it works, but everyone definitely notices when it doesn’t.
Having someone like Declan on your side means:
Your custom tradeshow display actually arrives on time
The right people are on-site to set it up
The booth is powered, safe, level, and compliant no matter what circumstances they
You’re not stuck on the show floor asking, “Where’s our crate?”
As Declan says, “You can’t miss an event. The show must go on.”
Want a Declan on Your Next Show?
We provide full-service show logistics - from crate labeling and freight coordination to on-site supervision and post-show teardown. Whether it’s your first booth or your fiftieth, we help make sure your custom exhibit doesn’t just show up - it stands out.
Or ask for our free Tradeshow Prep Checklist (Declan-approved)
