Trade fairs have become an integral part of the business world, especially in Central Europe. Almost two thirds of the world’s most important trade fairs take place here, with visitor numbers increasing year on year. Messe Wien is also one of the leading addresses for trade fairs of all kinds in Europe. However, in order to ensure a smooth trade fair appearance, some preparations are necessary, especially for handling the trade fair stand and materials.
In this article, we would like to give you a few simple suggestions and tips on how to successfully store your exhibition stand in a storage room. This way, nothing will stand in the way of your company’s successful appearance at the next trade fair!
Event warehouse: keep a detailed inventory
One of the most important measures to ensure that no major problems occur when storing and setting up your exhibition stand again is to keep an inventory list. Microsoft Excel is particularly suitable for this and should be kept with the utmost accuracy. This means that everything from the number of screws to the coffee cups should be listed. The list should be updated after every trade fair to ensure that all materials are present. This makes it easy to check that everything is ready when dismantling and setting up so that there is no chaos on the day of the trade fair.
When storing the trade fair stand, it is particularly important to keep everything in order. Detailed inventory lists, stackable boxes for storing smaller items and a place where everything can be collected and neatly stored will help here.
Storing exhibition stands: professional packaging
To ensure that your exhibition stand makes a good impression for years to come, it is crucial to wrap the various materials and objects properly. Screens, for example, should be wrapped in protective film, as should sensitive surfaces such as glass tables. Furniture used on the stand, such as chairs or benches, should be specially protected, especially if they are made of leather.
Standardized plastic crates that can be stacked are a popular way to safely store all smaller items. Labeling keeps you organized and saves a lot of time when setting up. Even if you only want to access certain items, they are at hand in no time thanks to the labeled boxes.
Fold flags and banners carefully
No trade fair stand can do without them: Large flags and banners with company logos and concise messages that are designed to stick in the minds of visitors. In order for them to make the desired impression, it is important that they look tidy. If they are stored crumpled up, it might be better not to take the crumpled flags to the next trade fair appearance. By folding them carefully and storing them in a box, the promotional materials will stay in good condition, and any minor creases caused by folding can be easily ironed out.
Maintaining and protecting electrical appliances
Trade fairs often require not only furniture and advertising materials, but also electronic equipment such as coffee machines for visitors and microwaves for stand staff. Many companies already consider these devices to be standard equipment. However, when it comes to storage, it is important to select a dry and temperature-stable room for such equipment. Coffee machines should be cleaned and descaled regularly, especially if they are not used for long periods and may contain water residue. Since relevant trade fairs often only take place every few months, it is crucial to store the machines carefully when they are not in use for a long time. This leads us to the final point – choosing the right storage space.
The right storage location for exhibition materials
Of course, it would be practical to store all the materials for the trade fair directly on the company premises. In practice, however, this is often not possible, especially if companies do not have any additional storage space apart from their offices, particularly if they do not have a production facility.
In such cases, outsourcing is the better option, and this is where self-storage comes into play.
STORE ROOM offers you storage spaces from 1m² up to 50m², ideal for exhibition stands of any size. Your storage is accessible via smartphone at all times and the buildings are video-monitored. The ability to store everything in one place offers numerous advantages.
Always keep an up-to-date inventory list, use uniform and labeled boxes and ensure that sensitive materials are properly packed. That way, you’ll be well prepared for the next trade fair. Hopefully we have been able to give you some useful tips and ideas for handling trade fair materials.