General Resource FAQs

New Exhibitors

At Blaine, we understand that exhibiting at an event as a new exhibitor can be overwhelming and quite stressful. Like most things in business, better planning leads to better results. Below are a few helpful tips for new exhibitors that will help get you started. And as always, our friendly Exhibitor Service Managers are available for any questions you may come across.

  • Though it may seem overwhelming, reading through all of your contracts and Blaine forms will provide excellent information and insight for your event experience.
  • Get on the phone with a Blaine Exhibitor Service Manager and let them know you are a new exhibitor. Our friendly ESMs are happy to help you prepare in any way they can!
  • Start planning early! The design of your booth is key to delivering your message to attendees at the event. Careful planning and proper execution takes time, so get started as soon as possible.
  • Promote your presence at the event through mail, email, social media and your website. The organizers of the event will bring attendees into the event, but not particularly to your booth. Don’t miss out on maximizing the value of the event.
  • If available, print a floor plan from the event’s website so you can be familiar with the event layout when you arrive onsite.
  • Make sure you are familiar with the union regulations of your event. In most cases there are certain rules and restrictions to booth set-up and freight handling services that need to be followed.
  • Take special note of all deadlines (put them on a calendar as a helpful reminder too!). Ordering early can save you quite a bit of money.
  • Draw a floor plan of your booth space to ensure all furnishings and people fit. Avoid clutter – simplicity is attractive.
  • Consider renting carpet and padding for your booth, which will add professionalism to your exhibit’s overall look. Contrast the aisle flooring with a different color booth carpet. Don’t blend in!
  • Bring all necessary paperwork with you to event site, including order confirmations, inbound shipping information (including tracking numbers) and outbound shipping paperwork.
  • Make sure your outbound carrier pick-up has been scheduled by the posted move-out deadline time.
  • Give yourself plenty of time during move-out – don’t schedule your flight too close to the close of the event.

Submitting An RFP

Since every event is just as unique as each of our clients, an RFP can be a very complex task. Our team has come up with some criteria that we recommend including in an RFP so we can provide you with a proposal that is accurate and as cost effective as possible. When sending Blaine an RFP, please try to include the following:

  • Event Profile (event name, host organization, event dates, event location, etc.)
  • History of event including locations, dates, net square footage, number of exhibitors, exhibitor freight totals and floor plans. These details are vital to creating an accurate costing and management plan.
  • Floor plans of all major areas including event floor, registration, special areas, etc.
  • Photos of each area of your trade event. This will help Blaine understand your specific requirements and provide opportunities for suggested enhancements.
  • Last year’s invoice (with prices removed) so Blaine can understand the exact work that is required.
  • Any special charges or fees that apply, such as: account executive / coordinator / supervisor / manager fees, delivery and pick-up fees, shipping and drayage fees and minimum order fees.
  • Vendor history with length of service and services provided.
  • Include a high res event or organization logo in the event Blaine would like to produce renderings or personalize the proposal.
  • List the name and title of the person who will ultimately sign the contract.
  • Specify how you would prefer your proposal to be delivered (electronically or hard copy). If you prefer an electronic proposal, please let us know if email is acceptable or if your company has an ftp site where we can upload the proposal (login information will be need to be provided as well). If a hard copy is required, please let us know how many copies are needed and to what address it should be mailed.

Thank you for considering Blaine as your general service contractor for your event. We look forward to the opportunity to earn your business and create a long lasting relationship!

Industry Terms

Advance Ordering

Exhibitors are offered the opportunity to save approximately 30% on rental items by ordering 2 weeks prior (10 working days) to the opening of the event. If orders and payment are received by the posted advance order deadline, they are eligible for the advance price. Any orders placed after this deadline date will be charged the standard price.

Advance Warehouse

Blaine offers an advance warehouse where exhibitors can ship their booth materials up to 30 days in advance.  The advantage to the advance warehouse is exhibitors can get 30 days of free storage and they can ensure their freight will be in their booth before they arrive to the facility to move in.

Attendees

Those persons who visit an event that is not exhibiting or involved with the event itself.

Backwall

The panels at the rear of the exhibit space.

Bill of Lading (BOL)

A document that establishes the terms between a shipper and a transportation company for the transport of goods between specified points for a specified charge.

CAD/CAM

Computer-Aided Design / Computer-Aided Manufacturing

Carrier

A transportation line moving freight. Usually a common carrier, van line or air carrier.

Crate

A wooden container used for transporting exhibit materials, which may be designed for a single use or custom built for extended reuse.

Custom Exhibit

A display designed and built to meet the specific needs of an exhibitor.

CWT (Certified Weight Ticket)

A measurement for shipping exhibit materials where the total weight is rounded up to the next 100 lbs. and then divided by 100 (example: 760 lbs. = rounded up to 800 lbs. = 8 CWT).  This number is used when determining the material handling cost.

Decorators

An individual (skilled craftsperson) providing services for a trade event and its exhibitors.

Direct to Event Shipments

If exhibitors choose to forego the Blaine advance warehouse, they have the option to ship their freight directly to event site (if available for their event).

Dismantle

To take apart an exhibit; tear down.

Display Labor

Display Labor pertains to the installation or dismantle of an exhibitor’s booth.  Exhibitors may hire Blaine to set up or take down their booth.

Dock

A platform where freight is loaded onto and removed from vehicles or vessels.

Dolly

A low, wheeled framed with a platform used for carrying heavy or cumbersome objects.

Drayage (see Material Handling)

Blaine frequently sends out eBlasts to our exhibitors and clients for multiple reasons, such as event information, deadlines, holiday office hours and holiday greetings.

Event Colors

Event colors are chosen by event management.  These colors will be on the drapes of booth back walls, side rails, and table skirts (if applicable).

Event Fact Sheet

The Blaine Event Fact Sheet includes event information (name, date, and location), event colors, booth packages (if applicable), move-in and move-out times, exhibit hours, important deadline dates for shipments, Blaine contact information, and payment policy.

Event Manager

The organizer or operator of an event.

Event Site

The event site is the location of the event.

Exhibitor Appointed Contractor (EAC)

A contractor hired by an exhibitor to perform trade event services independently of event management appointed contractors.

Exhibitor Manuals / Exhibitor Kits

Each event has its own exhibitor manual that exhibitors use to rent items, order services and learn important event information.  Blaine posts their manuals to our online marketplace and exhibitors can access them with their own unique username and password.

Fiber Case

A sturdy container used for transporting exhibit materials, which is custom built for extended reuse.

Floor Order

Order for services placed after exhibit installation has begun. Processed at the standard price.

Floor Plans

A map showing the size and locations of exhibit spaces.

Foam Core

Rigid foam covered with heavy paper stock used for mounting signs, art, etc.

Hand Truck

Small hand-propelled vehicle used for transporting small loads.

Hardwall

A type of exhibit construction in which walls are made of a solid material, rather than fabric.

I&D

Installation & Dismantle (of an exhibit).

In-line Booth

An exhibit that is constructed in a continuous line along an aisle. Also called Linear Display.

Installation

The process of setting up exhibit properties according to specifications.

Island Exhibit

A display with aisles on four sides.

Labor Desk

A location in the exhibit hall where exhibitors may place orders for labor or pick up their workers.

Less Than Truckload (LTL)

The rate charged for freight weighing less than the minimum weight for a truckload.

Light Box

An enclosure which contains lighting underneath a translucent facing material. Used to back-light signs or graphics applied to the face.

Loading Dock

An area within an exposition facility where freight is received and shipped.

Marshaling Yard

A lot where trucks gather for orderly dispatch to event site.

Material Handling (aka Drayage)

Inclusive to the unloading of exhibit material, storing up to 30 days at the advance warehouse, delivery to the booth, the handling of empty containers to and from storage, and removal of the material from the booth for reloading onto outbound carriers.  The material handling rates can be found in the event’s exhibitor manual. These charges are in addition to the freight bills from the exhibitor’s selected trucking company or common carrier.

Move-In

The date and time specified by event management for beginning exhibit installation.

Move-Out

The date and time specified by event management for dismantling exhibits.

Overtime

A designation for work performed outside the hours specified as normal working hours. Usually performed on overtime is charged at a higher rate.

Pipe and Drape

Tubing covered with draped fabric to make up the side rails and backwall of a trade event.

POV (Privately Owned Vehicles)

Exhibitors may unload and pick up their own booth materials using their vehicles.

Prestige Furniture

Prestige Furniture is Blaine’s high end furniture rentals (such as couches, bars/barstools, conference tables, etc.).

Rigger

A skilled worker responsible for handling and assembly of machinery.

Service Desk

The location at which exhibitors order services or request assistance from Blaine.

Shrink Wrap

A process used to seal materials in transparent plastic.

Side Rail

A 3’ high divider wall, usually pipe and drape, used to divide one exhibit space from another.

Skirting

Decorative covering around tables and risers.

Special Handling

Applies to exhibit shipments requiring extra labor, equipment, or time for delivery to exhibit space, such as stacked, loose pieces and side load trailers.  Also includes shipments that come in without proper documentations (example: UPS shipments, FedEx Ground shipments, POVs).

Straight Time

Work performed during normal business hours at the standard rate.

Third Party

Exhibitors have the option of hiring a Third Party agent to represent their company in a event.  The Third Party may or may not be responsible for paying for all charges incurred.

Truss

A rigid framework, as of wooden beams or metal bars, designed to support a structure, such as a roof. Displays are aluminum and steel truss display Framework.