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The historical relationship between temporary electrical distribution contractors and facilities can best be described by the word “disconnect.” Although the power box is the necessary energy source to produce events, the disconnect has often been a lack of communication between facilities and electrical contractors.

The expansion of existing and construction of new exhibit space in the United States has given tradeshow organizers the advantage in both city and venue selection. Where once only a handful of venues could accommodate certain tradeshows and conventions, now the choices are prevalent, putting the show manager in the driver’s seat. Tradeshows rely on the success of their exhibitors, which plays heavily into determining the show’s location. One of the biggest challenges for the exhibitor can be managing their electrical needs in a relatively painless fashion.

In recent years, many improvements have been made in temporary electrical distribution including:

• Facilities have converted from single phase to three phase systems
• UL® listed temporary power distribution systems have been developed for the industry
• Stringer boxes have been designed for use in rows of 10’ x 10’ booths
• The “dog house” distribution box was created for use on island booths
• Facilities have recognized the need for conduit runs from floor port to floor port
• “Festooning” (flat) cable was introduced virtually eliminating trip hazards
• Step up or step down transformers were created for international voltages.

Whether the facility provides the electrical services or it is provided by the show’s “official contractor,” the ability to supply electrical service remains cumbersome; facilities and contractors rarely communicate on the future needs of the customers who have the real power to influence decisions. Here are a few points to ponder as we look for ways to better service our mutual clients. Some of the issues that prevent both the contractor and the facility from providing revenue generating “white glove” service include:

Challenge: Multiple ways of connecting into electrical sources at facilities
Many facilities have expanded in phases. These additions often result in the installation of different types of power sources with each phase, requiring multiple types of connectors for the distribution systems. This increases cost both in labor and equipment. It can also create time delays which often affect the exhibitor’s timeline for show readiness, and can ultimately affect the move in and move out time required, increasing costs to the tradeshow. In many cases, this is an expense to the facility.

Solution: Some tradeshow electrical contractors, such as Trade Show Electrical® (TSE), can design and manufacture adapters that universally connect to distribution systems regardless of the type of source.

Challenge: Service forms designed by electricians, not exhibitors

Solution: Many exhibitors’ brains shortcircuit when they look at an electrical form. Working with electrical contractors to create a user friendly exhibitor handbook will provide a valuable resource to your exhibitors. Topics might include:
• Advice on keeping good records from show to show
• Suggesting an appointment with the contractor’s electrician to describe their electrical needs
• Explaining the technical jargon often found on forms
• Calculating their electrical needs
• Describing their electrical needs in writing
• Using distribution systems
• Extending capacity to meet unexpected needs

By proactively offering educational materials, facilities and tradeshow electrical contractors can create customer trust and loyalty – two things that may lead to booking future business.

Challenge: Floor ports with inadequate spacing or too small a conduit

Solution: Many facilities find themselves in need of updating their floor port system to meet the ever changing needs of exhibitors. The electrical systems required by exhibitry have become very sophisticated. This requires the safe delivery, often with redundancy, to more locations on the show floor, and older facilities in particular often do not meet code or require retrofitted ports in order to stay competitive. The ability to work with a contractor who can design to your specific requirements is very important. The ability to provide enough bulk power through these floor ports to cover any exhibitor’s potential power requirement is essential.

Challenge: Electrical codes are challenging to understand

Solution: Electrical code requirements for an exhibit are developed to protect the safety of all exhibitors. These requirements are based on local ordinances and national codes. Too frequently, fires have been traced to faulty wiring, because of carelessness or due to lack of understanding of the risks involved. Trained staff can eliminate serious risks. Facilities and tradeshow electrical contractors work closely to develop accepted codes, standards and procedures in all facilities. Often this can be provided to facilities through the consultative resources of the local provider. The solution is to conduct annual reviews of policies and codes.

Challenge: Integrating the electrical service with other tradeshow services

Solution: Power distribution is always integrated into the entire production of a tradeshow or event. The facility staffers often do not realize the planning that takes place in order for each booth to be supplied with all the services that make it show ready. A tradeshow savvy contractor will partner with the facility and the general contractor to meet exhibitors’ goals and objectives. This includes the integration of exhibit design, installation and dismantle, electrical requirements, furnishings, carpet, signage and graphics. Conversely, the contractor staffers do not always realize the demands placed on the facility by occupancy requirements, booking policies, and events off the exhibit floor.

The ability to provide electrical distribution effectively and efficiently requires the dissemination of related information between the facility and the contractor. This not only creates the customer satisfaction level desired, but creates much needed ancillary revenue for both. The integration of all tradeshow functions is expected by the exhibitor and supplied through the cooperative efforts of the facility and the tradeshow electrical contractor.

The tradeshow electrical contractor is often the conduit between exhibitors and the facility. Staying plugged in to the value of exhibitors and their influence on local economies is incumbent on all of us. They really are the “Power Outside the Box.”

Rip Rippetoe is GES’ vice president of E&D and I&D. Rippetoe has worked in the tradeshow industry for more than 20 years and was previously general manager of the
Salt Palace Convention Center. He can be contacted at rrippetoe@gesexpo.com.