
What No One Tells You About Show Services (Until It’s Too Late)
Let’s be honest: when you think of tradeshows, you picture the booth. Maybe some swag. Maybe the carpet if it's pink. But some times it's the things you DON'T think about that matter most - such as:
The freight that gets stuck in your venue's parking ramp.
The crate that ends up at someone else’s booth.
The electricians that don't show up on time.

That’s where Show Services comes in. And if you’re not sweating just thinking about it, you’re probably not managing it right. That's why we've put together some helpful tips & tricks to guide you through your next trade show experience - courtesy of our resident show logistics expert, Declan Withers. Read on to find out all the things that could go wrong during the process - and how to keep it on track.
Let's Start With What NOT to Do:
Don’t assume all shows are the same. Even the same venue can have different show services or union rates depending on the show.
Don’t send small boxes to the advanced warehouse - they’ll vanish faster than your budget. If it's not in a crate in advance it can easily go missing - beleive it or not, it happens all the time.
Don’t underestimate set-up costs. Creating a $200K booth? Cool. Just make sure your client knows it could cost $200K to set up - every single time.
Don’t expect your crew to magically make up for poor planning. They can do a lot. But they can’t make un booked electricians or electrical drawings appear. Make sure you have everything booked and cover the details like booth orientation, simple build instructions and contact points.
How to Win at Show Services
Before you dive into booth design or production, make sure you’ve double-checked these critical details:
Confirm the show name and venue
Double-check the official event title and exact location - mistakes here can cost time and budget.Verify the exact show dates and day of the week
Always include both the date and day (e.g., Monday, January 3). Just writing “Monday” or “January 3” can lead to major miscommunication.Know your install and dismantle times
Load-in/load-out windows are crucial for coordinating shipping, labor, and setup crews.List all required show services.
Will you need electrical? flooring or carpet? AV or monitors? Furniture or plant rentals?Ship smart.
Advanced Warehouse is great - but can be more costly. Direct-to-show is cheaper, but potentially slower. Sometimes you might want to consider paying a bit exttra just to have peace of mind.Label your crates well.
Use large neon stickers with your name on all sides. You want to avoid situations where valuable time is lost searching for a crate while labour is being charged at $120 per hour.Over-communicate with clients.
Costs of ownership can shift significantly, especially when it comes to material handling, change orders, and union labour.Embrace the chaos.
There’s always a phone call. Something always goes sideways. Be prepared and have clear contacts for the venue, show floor and vendors.
Declan’s Quick-Start Checklist
Before every install, you should know:
❏ Venue & booth number
❏ Show schedule (install, dismantle, live dates)
❏ Shipping method and arrival window
❏ Who’s responsible for what (flooring, AV, plumbing, electrical, furniture + xtras)
❏ Show-specific union rules
❏ Emergency contact info (freight, venue, your own team)
Closing Thoughts
Show services may not be glamorous - it’s not about glossy brochures or sleek designs, but rather about logistics, grit, and sometimes solving a $50,000 problem with nothing more than a Sharpie and a forklift. When done right, your custom tradeshow display doesn’t just show up—it steals the show.
Need a Declan on your team?
We’ll manage your show services like it’s our own booth on the line - because it is.
Let’s Talk Logistics!