Guide to Trade Show Planning – Part 7

11/26/15 by Bev

Last week we started to summarize the Exhibit Planning Checklist as a part of our Trade Show Planning series. This week we are on number two of the main checklist categories ─ The Technical Approach.

The technologies that we used in the Exhibitor Lounge exhibit at the ExhibitorLive show are a video
camera, a sound board, an interview microphone, and the signup station. I will leave the last part for next week, we’ll be discussing category number three ─ Booth flow and lead capture.

So here are the questions and the answers that fell under the technology category.

Question 1: What type of video equipment would we use? To go with the art deco theme of the lounge, we were wondering if we should use a more commercial looking or old time camera, or maybe just a mockup housing of an old time camera with the real camera hidden inside.

Answer: We decided to keep the existing small camera. It was an HD camera with easy to manage SD memory cards that we could easily switch out. These memory cards could hold hours of video on a single card.

Question 2: How would we mount the camera?

Answer: We originally thought that a tripod was the right answer but Lydell, our Design Department Manager, said that a monopod would provide more distance between the camera and subject. We could also secure the monopod and camera by creating a locking mechanism inside the counter. This would also prevent the camera from being bumped or knocked over, and create a very stable video shoot environment.

Question 3: Where would we store the sound board?

Answer: The second counter provided a great response to this need. With a large storage door and power access through the bottom, it is the perfect solution in place of a tripod. The extra wiring for the camera, the microphone cord and power cord can all be connected inside the counter, for spacious and safe storage, with quick access to the sound board controls if needed.

Question 4: How will we provide studio lighting with limited space?

Answer: This was a hard one as our videographer, Joshua, is a perfectionist, but he knew there was no space in the exhibit for the 4 big studio diffuser lights we normally use in the studio. To tackle this problem we purchased two small floor lights and attached one light to the audience right wing panel and the other to the backside of the front left counter. The lightbulbs had to be different intensities as the lights were not the same distance from the interview chairs.

Question 5: What type of sound microphone would we use?

Answer: We normally use a wireless lavalier microphone, but knew it would be too cumbersome to fit each person at the show. The decision was made to switch to a wired extra-long stem interview mic, with a twenty foot XLR cable. We could also add a microphone triangle with a logo like you see field reporters use on the news.

Question 6: Do we need a person to run the video camera?

Answer: This was easy as there was no room in the exhibit for a videographer. That is also part of the reason why we stayed with the smaller HD camera. We would have two people in the exhibit already and a third as people came up for interviews. As long as we brought lots of memory cards we could basically set up the camera each morning and let it run for the 4 hours of the show each day. Of course we would turn it on and off between shoots, but technically we could leave it running.

Question 7: How much power will we need?

Answer: A single 20 amp circuit will handle all the power requirements for the signup counter, the soundboard and video camera, the front floor lights, and the back wall LED lights. That was an easy one.

Next week we’ll looking review our checklist for Booth Flow and Lead Capture, so stay tuned!