Exhibitor Dictionary
A
Advanced Order
An order for show services sent to the contractor before move-in.
Advertising Specialties
Promotional items, ranging from key rings to expensive pens, with a firm’s name and/or advertising message. Also referred to as giveaways, swag, or “tshatshkes” (pronounced chotch–keys).
Air Freight
Materials shipped via airplane.
Air Walls
Movable barriers that partition large areas. May be sound resistant, but not necessarily soundproof.
Aisle
Area for audience traffic movement.
Aisle Signs
Signs, usually suspended, indicating aisle numbers or letters.
Assembly
The process of erecting display component parts into a complete exhibit.
At-Site
Location of exhibits. (Also On-Site)
Attendee
A visitor to the exhibition. A potential customer or buyer.
Audio/Visual
Equipment, materials, and teaching aids used in sound and visual. (Also A/V)
B
B2B
Business-to-business - an exhibition that is only open to trade professionals, not the general public.
Backloader
Truck which loads from the back opening door.
Backwall
Panel arrangement at the rear of a booth area.
Backwall Booth
Perimeter booth.
Badges
A form of identification. There may be different colored badges to distinguish exhibitor/booth personnel from attendees, press, or other categories.
Baffle
Partition to control light, air, sound, or traffic flow.
Banner
A suspended decorative or communicative panel, usually a vinyl or cloth structure.
Bill of Lading (B/L)
A document establishing the terms of a contract between a shipper and a transportation company for moving freight.
Blanket Wrap
Non-crated freight shipped via van line, covered with protective blankets or padding.
Blister Wrap
Vacuum-formed transparent plastic cover.
Bone Yard
An area used by show management to store exhibitors' packing materials, decorators' extra furniture, and any other equipment not being used during show hours.
Booth Number
Number designated to identify each exhibitor's space.
Booth Personnel
Staff assigned to represent the exhibiting company in their assigned space. (Also Booth Staff)
Booth Size
Measure of assigned space. Can be represented by the booth's dimensions (i.e. 10'x10'), square feet (i.e. 100 sq. ft.), or units (i.e. 1 unit).
Booth Space
The amount of floor area occupied by an exhibitor.
C
CAD
Computer-Aided Design
Canopy
Drapery, awning, or other room-like covering.
Capacity
Maximum number of people allowed in any given area.
Carpenter
Union that is responsible for uncrating of exhibits and display materials, installation and dismantling of exhibits including cabinets, fixtures, shelving units, furniture, etc., laying of floor tile and carpet, and re-crating of exhibits and machinery.
Cherry Picker
Equipment capable of lifting a person(s) to a given height (also High Jacker, Scissor Lift).
Chevron
Type of cloth used for backdrops.
Column
A pillar in an exhibition facility that supports the roof or other structures. Usually denoted on floor plan as a solid square or circle.
Common Carrier
A transportation company that handles crated materials. Consolidates freight of more than one shipper.
Consumer Show
An exhibition that is open to the public, showing what are generally known as consumer products.
Corkage
The charge placed on beer, liquor, and wine brought into the facility but purchased elsewhere. The charge sometimes includes glassware, ice, and mixers.
Cross Bar
Rod used in draping or as a support brace.
Cut & Lay
Installation of carpet other than normal booth or aisle size.
CWT
Hundred weight. A measurement for exhibit freight, usually 100 pounds.
D
Decorating
Dressing up exhibition with carpet, draping, plants, etc.
Decorator
Union that is responsible for hanging all signs except electrical signs, drape and cloth installation, and tacked fabric panels.
Deferred Freight
Long haul freight that waits (usually one to two days) for available cargo space, shipped at a reduced rate.
Demonstrators
Persons hired to illustrate or explain products.
Direct Billing
Accounts receivable mailed to individuals or firms with established credit.
Dismantle
Take down and removal of exhibits.
Display Builder<
Company, which fabricates display.
Dock
A place where freight is loaded onto and taken away from vehicles. (Also Loading Dock)
Dolly
Low, flat, usually two feet square, platform on four wheels used for carrying heavy loads.
Double Decker
Two–storied exhibit. (Also Multiple Story Exhibit)
Double Time
Refers to a pay rate for work performed beyond straight time and overtime. Double–time is double the normal hourly rate (i.e., if laborer normally charges $10/hour, double–time work will be $20/hour).
Drayage
The unloading of your shipment, transporting it to your booth, storing and returning your empty crates and cartons, and reloading your shipment at the close of the show.
Drayage Charge
The dollar cost based on weight. 100-pound units; or hundredweight, abbreviated CWT, calculates drayage. There isusually a minimum charge.
Duplex Outlet
Double electrical outlet.
E
EAC
Exhibitor Appointed Contractor. Any company using a contractor other than those official contractors associated with the show providing display installation and dismantling.
Electrical Contractor
Company contracted by Show Management to provide electrical services to the exhibitors.
Electrician
Union that handles installation of all electrical equipment.
Empty Crate
Reusable packing container in which exhibit materials were shipped. When properly marked with “EMPTY” sticker indicating booth number and company name, they are removed, stored and returned at no charge.
Exclusive Contractor
Contractor appointed by show or building management as the sole agent to provide services. (Also Official Contractor)
Exhibit Booth
Individual display area constructed to exhibit products or convey a message.
Exhibit Directory
Program book for attendees listing exhibitors and exhibit booth location. (Also Show Guide)
Exhibit Manager
Person in charge of individual exhibit booth.
Exhibitor Services Manual
Information sent to exhibitors containing show rules, information and forms for logistical services such as electrical, carpeting, decorating, etc.
Exhibits Only Invitation
Passes available to each exhibiting firm to invite your customers and prospects to visit the exhibits at no charge. Not available at all shows.
F
Fire Exit
Door, clear of obstructions, designated by local authorities to egress.
Fire Retardant
Term used to describe a finish (usually liquid) which coats materials with a fire-resistant cover.
Flameproof
Term used to describe material, which is, or has been treated, to be fire-retardant.
Floor Manager
Person retained by show management to supervise exhibit area and assist exhibitors.
Floor Order
Goods and/or services ordered on-site. Usually more expensive than an Advance Order.
Floor Plan
A map showing the layout of exhibit spaces.
Floor Port
Utility box, recessed in the floor, containing electrical, telephone, and/or plumbing connections.
Foam Core
Lightweight material with a Styrofoam center used for signs, decorating, and exhibit construction.
Follow-Up
To send literature or other information and/or have your representative call on prospects identified at a tradeshow.
Fork Lift
Vehicle with power-operated. pronged platform for lifting and carrying loads.
Freight
Exhibit properties, products and other materials shipped for an exhibit.
Freight Aisle
Aisle to remain clear for incoming freight.
Freight Forwarder
Shipping company.
Frontage, Front Space
Refers to dimension across the front of an exhibit.
Full Booth Coverage
Carpet covering entire area of booth.
G
Garment Rack
Frame which holds apparel.
General Contractor
Company which provides all services to exhibition management and exhibitors.
Graphics
Communicative elements (color, copy, art, photographs, etc.) used to illustrate a booth theme or decor.
Gross Weight
Full weight of a shipment, including goods and packaging.
Guarantee
The number or servings to be paid for, whether or not they are actually consumer; usually required forty-eight hours in advance.
H
Hall
Generic term for an exhibition facility. May also refer to an individual area within a facility, such as North Hall.
Hand-Carryable
Items that one person can carry unaided (meaning, no hand trucks or dollies).
Hand Truck
Small hand-propelled implement with two wheels and two handles for transporting small loads.
Hardwall Booth
Booth constructed with plywood or similar material as opposed to a booth formed by drapery only.
Header
1. Fascia 2. Overhead illuminated display sign.
Hospitality
An event or gathering usually separate from the exhibit, in which refreshments are served and exhibitor personnel and invited guests socialize.
Hospitality Suite
Room or suite of rooms used to entertain guests.
I
I&D
Install and dismantle.
ID Sign
Booth identification sign.
Illuminations
Lighting available in hall, built into exhibit, or available on a rental basis.
Independent Service Contractor
Any company (other than the designated "official" contractors listed in the Exhibitor Services Manual) providing a service (models/demonstrators, florists, photographers, audiovisual, etc.) and needing access to an exhibit any time during installation, show dates and/or dismantling.
In-Line Booth
Exhibit space with exhibit booths on both sides and behind, or backing up to a wall. This type of booth will generally have only one exhibit side open to an aisle. All are 10x10, 10x20 and 10x 30 (Also, Linear Display).
Infringement
1. Use of floor space outside exclusive booth area. 2. Breaking of the official Rules & Regulations.
Inherent Flameproof
Material that is permanently flame resistant without chemical treatment.
Installation
Setting up exhibit booth and materials according to instructions and drawings.
Island Booth
An exhibit space with aisles on all four sides.
Interactive Exhibits
Exhibits in which the visitor is involved with the exhibit in a proactive, engaging way.
J
Job Foreman
One who is in charge of specific projects.
K
Kiosk
A small structure, open on one or more sides, for the display of a product or for use as an information station or for material distribution.
L
Labor
Refers to contracted workers who perform services.
Labor Call
Method of securing union employees.
Labor Desk
On-site area from which service personnel are dispatched.
Lead
The demographic information retrieved from visitors to your booth, which helps you determine that person's intent to buy your product/services. A tool to help your sales force close the sale.
Less Than Truckload (LTL)
Shipping rates that apply when the quantity of freight is less than the volume of truckload minimum weight.
Light Box
Enclosure with lighting and translucent face of plastic or glass.
Lighting
Refers to booth or general hall illumination.
Loading Dock
Area on premises where goods are received.
Lobby
Public area which serves as an entrance or waiting area.
Lock-Up
Storage area which can be locked up.
M
Mailing List
A list of contact names and addresses to use for marketing purposes. These lists can be obtained by gathering information on-site, or by purchasing or renting from an agency or company.
Marshalling Yard
Check-in area for trucks delivering exhibit material.
Masking Drape
Drape used to cover storage and other unsightly areas.
Material Handling
Delivery of exhibit materials from the loading dock to assigned space, removal of empty crates, returning crates at end of show for re-crating and delivering materials for carrier loading (Also Drayage).
Material Handling Order Form
A list or inventory of goods being shipped. It serves as a document establishing the terms between a shipper (the exhibitor) and a carrier (the transportation company) listing the number of pieces, and a total weight for the shipment. It is usually perpared by the shipper on forms provided by the carrier and is needed for both inbound and outbound shipments (Also Bill-of-Lading)
Modular Exhibit
Exhibit constructed with interchangeable components.
Move-In
Date set for installation. Process of setting up exhibits.
Move-Out
Date set for dismantling. Process of dismantling exhibits.
N
Net Square Feet
The amount of space occupied by exhibits in a facility, not including aisles, columns, registration area, etc.
No Freight Aisle
Aisle that must be left clear at all times during set-up and dismantle. Used to deliver freight, remove empty boxes and trash, and in case of emergency.
No Show
A person who does not show up to claim booth space or ordered services.
O
Official Contractor
General contractor or decorator.
On-Site
Location of exhibits (also at-site).
On-Site Order
Floor order placed at show site.
On-Site Registration
Process of signing up for an event on the day of, or at the site of the event.
O.T. Labor
Work performed on overtime. Work performed before 8:00 am and after 4:40 pm Monday through Friday, and all hours on Saturdays, Sundays and Holidays.
P
Package Plan
Management providing furniture and/or services to exhibitors for a single fee.
Padded Van Shipment
Shipment of crated or uncrated goods such as product or display materials (Also Van Shipment, Air-Ride)
Pallet
Wooden platform used to carry goods. (Also Skid)
Pavillion
Section of the exhibit hall where similar companies are grouped for a collective impact.
Pegboard Panel
Framed panel of perforated hardboard.
Peninsula Booth
Booth space with aisles on three sides.
Perimeter Booth
Exhibit space located on an outside wall or the outermost perimeter of the show floor.
Pipe and Drape
Tubing with drapes, which separate exhibit booths.
Planting
Floral decor to enhance the appearance of the exhibition.
Pop-Up Booth
Term generally referring to a booth that requires minimal tools to set up and is set up by the exhibitor.
Portable Exhibits
Lightweight, crated display units that do not require forklifts to move.
POV
A privately owned vehicle, such as a passenger car, can, or small company vehicle, as distinguished from trucks, tractor-trailers, and other over-the-road vehicles. A POV left unattended will almost certainly be towed away. If you must unload a POV, use the POV line.
POV Line
Special loading dock reserved for POVs where materials are unloaded at prevailing drayage rates. To get on a POV line, the driver typically reports first to the marshalling area.
Pre-Registered
Registration which has been made in advance with necessary paperwork.
Prefab
Pre-build exhibit ready for installation.
Presenters
Trained individuals stationed in a booth to present a scripted promotional message.
Press Kit
An informational kit intended to educate and inform media and analysts about an organization, event or issue. Common documents found in press kits include press releases, executive biographies, white papers, user stories, backgrounders, fact sheets and product data sheets.
Press Release
An article intended for use by the media about a company, product, service or individual. (Also News Release)
Press Room
Location on-site where members of the media can obtain press releases, product announcements, and other materials, write stories, conduct interviews, make phone calls and place stories.
Priority Point System
Method of assigning booth space, typically based on the number of years a company has exhibited in the show, corporate membership and date or receipt of application. An event may or may not use this system.
Private Security
Security personnel hired from a privately operated company. (Also Booth Security)
Pro-Number
Number designated by the freight forwarders to a single shipment, used in all cases where the shipment must be referred to.
Product Category Listing
A list of products and services that exhibitors will be highlighting at a show. This list is usually contained in the Official Program, online and at on-site electronic kiosks.
Proof
Any preliminary reproduction by photography, typesetting, or lithography, provided by processor for approval prior to finished product.
Q
Quad Box
Four electrical outlets in one box.
Qualifying
The act of determining an attendee's authority to purchase or recommend a product or service on display.
R
Rail
Low drape divider between exhibit booths (also Side Rail).
Raw Space
The actual space for an exhibit with no furnishings or decorations.
Rear-Lift
Method of lighting transparency from behind.
Registration
Process of obtaining demographic information from an attendee in exchange for an entrance badge to the show. Exhibitors must also register their booth personnel in order to obtain exhibitor badges.
Rental Booth
Complete booth package offered to exhibitors on a rental basis.
Rigger
Union that is responsible for crating, un-skidding, positioning, and re-skidding of all machinery.
ROI (Return on Investment)
Measurement of how much benefit a company receives from participation in a tradeshow. Broadest example formula: income minus costs equals ROI.
S
Security Cages
Cages rented by exhibitors to lock up materials.
Service Charge
Charge for the services of waiters/waitresses, housemen, technicians, and other food function personnel.
Setup
Installation of display(s).
Shop
Service contractor's main office and warehouse.
Showcard
Material used for signs.
Showcase
Glass-enclosed case for articles on display.
Show Decorator
Company or individual responsible for hall draping, aisle carpeting, and signage. Performs same service for individual exhibitors. (Also Service or General Contractor)
Show Manager
Person responsible for all aspects of the exhibition.
Show Office
Management office at the exhibition.
Shrink Wrap
Process of wrapping loose items on pallet with transparent plastic wrapping.
Side Rail
Low divider wall in exhibit area, usually 36" high.
Skirting
Decorative covering around tables/risers.
Space Assignment
Booth space assigned to exhibiting companies.
Space Rate
Cost per square foot for exhibit area.
Special Handling
Applies to display and/or product shipment requiring extra labor, equipment, or time in delivery to booth area.
Sponsorships
Special events or programs that exhibitors contribute money toward in return for recognition.
Staging Area
Area adjacent to main event area for setup, dismantling and temporary storage.
Stanchions
Decorative posts which hold markers or flags to define traffic areas. Ropes or chains may be attached.
Stop Job
When an exhibitor is doing some type of work in the booth which is claimed by a union, that union's steward will request that you go to the service desk so that the contractor can supply the exhibitor union labor.
S.T. Labor
Work performed on a straight time. Usually work performed 8:00 am to 4:30 pm, Monday through Friday.
SWAG
Stuff We All Giveaway. Promotional items given away by exhibitors.
T
Tabletop Display
Exhibit designed for use on top of a counter, bench or table.
Talent
Outside personnel stationed in a tradeshow exhibit to demonstrate a product, attract attendees or greet visitors. Includes magicians or similar entertainers.
Target Date
Move-in date assigned to exhibitors by the general contractor and the show management.
Teamster
Union that handles all material in and out of the hall except machinery. Exhibitors are permitted to hand carry small packages into the hall.
Tent
Portable canvas shelter for outside.
Theater
A place within an exhibitor's booth for presentations or demonstrations.
Time & Materials
Method for charging services on a cost-plus basis (Also T&M)
Traffic Flow
Movement of people throughout an area.
U
Union
An organization of workers formed for mutual protection and for the purpose of dealing collectively with their employer in wages, hours, working conditions and other matters pertaining to their employment.
Union Steward
On-site union official.
V
Visitor
An attendee at an exhibition. A potential customer or buyer
W
Waitlist
A list of companies that are either interested in obtaining exhibit space or relocating to a different space, but for whom no such space is yet available. Waitlist can also apply to hotel rooms or promotional opportunities.
Waste Removal
Removal of trash from the building.