Who is in charge of making sure everything is set up at conventions (ex: E3,CES, etc)?

Question

Also who is in charge of setting up the booths?

for example take CES, is there a company who is hired by the convention center, or does each company have their own people to set up?

I'm doing a bunch of research on major type conventions and trade shows, and I'm having trouble sifting through the information. Any insight on the inner workings, or people i can get in contact with(especially in the NY area) would be incredibly helpful.

Thanks in advance

Answer 1

The main responsibility is the organizer

Take for example CES which usually has its convention in the Las Vegas Convention Center. CES people work with the LVCC on the arrangement, logistics, organization of the venue.

Typically, venues can provide:

- food (whether concession stands, unlimited coffee, sit down lunch, etc)

- antenna and sound systems,

local, cable and closed circuit television

audio recording rooms (maybe available at a nominal fee)

- registration services operated on a fee basis;

- badges and badge holders available upon request.

Everything else the organizer (e.g. CES) will arrange for it such as booths, schedule, etc. That's why most of these conference organizers hire event planners who will take care of all the details

You can start by looking at the convention center websites and find out what these convention services offer

Answer 2

I do events all the time. It depends on where you are holding the convention. The place may have an event coordinator that sets up the event with you, or you may hire one, or even do it yourself. The first thing is to ask the place if there is a contract and rules/regulations of what you can and cannot do. From there, set up a game plan on how you would like to see things set up. If using an event coordinator, get with them and go over the details.

If using booths for companies to represent themselves, you need to figure out, how many can you fit and then how many do you want in that area. Do you have tables to use from the convention center, or do you have to supply them, or would the companies bring there own? You can even specify how they are to set up their booths. For example, must have a table with a white floor length table cloth in a 10x10 space. You can even make it a requirement to give out items, such as pens, balloons, notepads, coupons, etc.

Good Luck with your reasearch!