Tradeshow Glossary: Twenty Industry Definitions You Might Not Know
New to the tradeshow industry and looking to familiarize yourself with the lingo? Here are a few words, phrases, acronyms, and tradeshow terms you need to learn to start talking the tradeshow talk today!
1. Advance(d) Warehouse
An advance(d) warehouse is a facility where exhibitors can ship their materials before a tradeshow, allowing for early storage and more efficient delivery to the booth during the designated move-in period. Note that some shows may require you to use the advanced warehouse.
2. Clear-by Date
The clear-by date is the deadline by which all exhibit materials must be completely removed from the show floor to avoid your freight from being “forced,” often resulting in additional storage or drayage fees.
3. Discount Deadline
The discount deadline is the cutoff date for exhibitors to place orders for services such as booth space, electricity, or furnishings to receive lower, early-bird pricing before standard rates (and eventually late rates/fees) apply.
4. Drayage
Drayage is another word for material handling and includes the transport of tradeshow materials from a warehouse or loading dock to the exhibitor’s booth space within the convention center or other venue. This can include items like exhibits, client product/equipment, collateral and swag.
5. EAC
The Exhibitor Appointed Contractor is a third-party company hired by an exhibitor to perform services, including installation, dismantling, and booth design/construction, instead of using the official contractor provided by the show organizer.
6. GC
The General Contractor is the official company designated by the event organizer to manage logistics, drayage, labor, permitting, and on-site services for all exhibitors.
7. I&D
Install(ation) and Dismantle is the labor and services required to set up and take down exhibits, by assembling displays, rigging, electrical work, and unpacking/packing all materials and structures both pre- and post-event.
8. Marshalling Yard
A marshalling yard is a designated staging area near an event center where trucks check in and wait for their turn to unload or load tradeshow materials and exhibits to ensure an organized, timely, and efficient move-in and move-out process.
9. Overtime (OT)
Overtime is labor time worked outside of standard business hours, usually evenings, weekends, or holidays. Overtime is billed at a higher rate than straight time (ST). Double time (DT) is the highest labor rate, charged when work is performed during designated premium hours: late nights, Sundays, or holidays.
10. Pipe and Drape
Pipe and drape is a system used to create booth dividers, backdrops, or aisles, consisting of adjustable metal poles (pipes) and fabric panels (drapes).
11. Portable(s)
A portable exhibit is a lightweight, easy-to-transport kit designed for quick setup and takedown, easy shipping, and lower purchase cost. Portables often incorporate pop-up banners, modular panels, and collapsible structures to be contained in shipping cases and stored with minimal footprint.
12. Rigging
Rigging refers to the process of safely installing and suspending overhead brand signage, lighting, and other heavy equipment from the venue’s ceiling or support structures.
13. Set-up Prints/Construction Drawings
Set-up prints (or construction drawings) are detailed diagrams or blueprints that outline the assembly instructions, layout, and placement of components for a tradeshow exhibit and other event properties in a booth space. Electrical, internet and rigging locations/requirements are also included on these prints and are often required when placing show service orders.
14. Show Decorator
A show decorator is a service provider responsible for designing and setting up the tradeshow environment through flooring, drapery, signage, hanging elements, graphics, and other aesthetic components of the exhibits.
15. Show Organizer
Also called the event organizer, a show organizer is the entity responsible for planning, managing, and executing a tradeshow, conference, meeting, or other event. The show organizer handles exhibitor reservations, marketing and promotion of the event, and attendance.
16. Show Services
Show services are various support offerings, including booth setup/takedown, electrical, internet, flooring, furniture rental, labor, and material handling. These can be completed by the EAC (exhibitor appointed contractor) or the GC (general contractor).
17. Straight Time (ST)
Straight time hours are the standard working hours for tradeshow labor, and they are billed at the regular hourly rate, typically on weekdays during normal business hours.
18. Teamsters
Teamsters are a specific group of unionized workers sometimes responsible for transporting, loading, and unloading exhibit materials, often handling drayage and freight at the event venue. Union labor requirements are dependent on location and various laws.
19. Truss
Truss is a structural framework, typically made of aluminum or steel, used to support lighting, signage, and audiovisual equipment within an exhibit or event space.
20. Union
A union (labor union) is an organized group of workers that provides skilled labor for tasks such as labor, rigging, A/V, electrical work, plumbing, freight, warehousing, drayage, and material handling. Depending on the city, venue, and other circumstances, exhibitors may be required to hire union labor for specific services at a tradeshow or event. Regulations change from city to city, and the rules for each location and each show can vary considerably. Always check with the experts to ensure compliance with local labor laws.
Condit: Your Tradeshow Resource
Recently entered the field of tradeshow marketing and looking to design a custom booth or rent an exhibit for your first event? We’re here to help!
For questions about these or other tradeshow terms, getting started on your first show or exhibit, and anything else, get in touch with our team. Our other blog posts and case studies are excellent references too. You’ll be fluent in tradeshow talk in no time!