Exhibiting at a trade show in the US, particularly in Las Vegas, Nevada, presents you with an incredible opportunity as an international company. Vegas has world-class exhibition venues, a vibrant city life, and a reputable status as a global business and entertainment hub. All of these combined make it the premier destination for trade show events.
However, you may run into issues as you start to plan. Things like the logistics, cultural norms, and even the operational requirements for an international exhibitor can be cumbersome or difficult to grasp from afar. This guide offers some practical tips and insights to help simplify the process and show you how, with a little local support, your trade show event can be a smooth and successful experience.
A Look at the Logistics: Travel, Shipping, and Customs
Travel to the US
As an international exhibitor on your way to the States, there are certain preparations and travel arrangements you need to get an early start on. When making travel arrangements, don’t gloss over necessary travel documents, like passports or visas, flight bookings, and accommodations. Las Vegas is home to a wide variety of hotels, including more budget friendly options as well as luxury resorts. Many are even within walking distance of major exhibition centers.
You also want to ensure your business has liability insurance coverage that extends to US events. Some trade shows even require proof of this. It is also a good idea to arrive a few days before the event so you can get used to the local time zone, fight jet lag, and finalize your setup arrangements.
Shipping and Customs
Shipping your booth materials and products ahead of time requires careful planning. The US has strict customs regulations, and all of your items need to be properly documented to avoid any delays. To streamline the entire process, you can partner with a freight forwarding service experienced in trade show logistics.
Here are a few key tips:
- Use temporary importation bonds (TIB) for any items that will not be sold or distributed
- Label all of your items clearly, and make sure to include detailed packing lists
- Always allow some extra time for potential delays in customs
Local vendors often provide rental options for booth materials and equipment, which can reduce a lot of these shipping burdens and help you avoid some logistical headaches along the way.
Booth Setup and Take Down: Union Labor Requirements
In the US, trade shows often involve unionized labor for booth setup and take down. This means that all exhibitors need to adhere to specific regulations, including hiring union workers for certain tasks. Union rules vary by venue and may not be applicable in all scenarios. However, the rules would cover booth construction, dismantling, electrical installations, and material handling.
Working with a local exhibit services company can help ensure you are compliant with any and all union requirements there may be. They understand local regulations and can handle the setup, tear down, and other services, so you can save some time and effort.
Cultural Considerations: Business, Social, and Networking Norms
When you do business in the US, you need to understand local cultural practices and expectations. Las Vegas is no exception.
Business Etiquette
When it comes to business and trade show etiquette, punctuality, communication, and dress code are essential elements. You want to arrive on time, be clear, concise and professional in all your interactions, and dress business casual. However, make sure to check the trade show’s guidelines ahead of time when it comes to the dress code and what is acceptable.
Social Norms
When it comes to social norms, handshakes are common in these kinds of networking events. It is also customary to exchange business cards. People in the US value a more direct approach, so never hesitate to introduce yourself and your company with confidence.
Tipping Practices
Tipping is a standard practice in the US. So, you should expect to tip service staff in restaurants, hotels, and transportation services.
Language Support
For non-speaking international exhibitors, the language barrier can certainly pose a few challenges when it comes to communicating with vendors, attendees, and trade show organizers.
Translation and Interpreter Services
To bridge some of the communication gaps, you can hire a local interpreter or translator. Some trade shows offer language support services, but if you are looking for more of a personalized experience, local agencies can be a great resource.
Multilingual Staff
Consider staffing your trade show booth with multilingual personnel who can effectively engage with more attendees. Local staffing agencies can help source professionals who are fluent in English or other languages you may need.
Experience the Allure of Las Vegas Beyond the Trade Show
Las Vegas is so much more than just a trade show destination for international exhibitors—it’s a city bursting at the seams with attractions, dining, and entertainment. Take advantage of the unique experiences the city has to offer to network, entertain clients, or just unwind after a long day.
When it comes to must-see attractions, the Las Vegas Strip is high on many people’s lists as it is home to iconic hotels and casinos. There are also a fair amount of Michelin-starred restaurants and celebrities in the area. For more ideas, explore our blog on things you can do in Las Vegas during your visit.
Simplify Your Experience With Some Local Support
Hiring local services can significantly reduce the mountains of stress you might be under as you plan your trade show exhibition in the US. Local expertise ensures you are compliant with all regulations, cultural norms, and logistical requirements.
Staffing Solutions
Expo Ease can help you with trade show staffing in Las Vegas. We can provide booth assistants, interpreters, and promotional staff familiar with the trade show scene.
Booth Rentals and Decorations
Don’t want to deal with the hassle of shipping over those heavy booth materials? Rent locally! Many vendors offer customizable booth designs, furniture, plants, decorations, and more to match your brand’s aesthetic.
Video and Photography Services
Capturing your trade show presence professionally is a great way to boost your marketing efforts. Local videographers and photographers are skilled in covering trade show events and can help you make promotional content.
Pulling it All Together
Remember, exhibiting in the US is a good opportunity to expand your brand’s global reach. With a little thoughtful preparation and the power of local support, you can navigate the complexities international exhibitors may face and tackle your trade show with more confidence.
Ready to start planning your next trade show event in the States? Contact Expo Ease today to start discussing your trade show needs, including staffing, plant rentals, floral décor, videography, and photography.
