A Complete Introduction for Exhibitors

Whether you're preparing for your first trade show or gearing up for your fiftieth event, having a strong grasp of trade show terminology is one of the simplest yet most powerful ways to avoid costly mistakes and ensure a smooth event. Trade shows operate on fast-paced logistics, strict deadlines, and detailed rules—many of which can feel overwhelming if you’re unfamiliar with the vocabulary.

Understanding the lingo helps you:

  • Communicate clearly with contractors, show organizers, and venue staff
  • Stay ahead of deadlines inside your exhibitor kit
  • Avoid expensive fees caused by misunderstandings
  • Make informed decisions about booth design, shipping, and show services
  • Reduce stress for your team before, during, and after the event

This glossary breaks down 20 of the most important trade show terms exhibitors need to know—explained in plain English. Many of these concepts are also referenced by respected organizations like the International Association of Exhibitions & Events (IAEE), whose documentation helps shape industry standards.

20 Essential Trade Show Terms Every Exhibitor Should Know

1. I&D (Installation & Dismantle)

I&D refers to the setup and teardown of your booth. Many convention centers require union labor, meaning your team isn’t allowed to assemble or dismantle the booth themselves beyond very minor tasks. Labor is billed hourly, may require minimum hours, and often costs more during overtime windows. Understanding I&D is key because it directly impacts your schedule and budget.

2. Drayage (Material Handling)

Drayage is one of the least understood and most expensive parts of exhibiting. It’s the fee charged by the show’s general contractor to move your freight from the loading dock to your booth, and then back again after the event.
Why it’s misunderstood:

  • Charged by weight, not distance. Your booth might move only 200 feet, but drayage is based on weight categories.
  • Surprise fees. Small missteps—like not shrink-wrapping pallets, loose items, or multiple small boxes—can significantly increase costs.
  • Forced fees. You must use the show’s designated contractor; you can’t shop around.
  • Double billing confusion. Shipping gets your booth to the venue, but drayage pays to move it inside the venue. Many new exhibitors assume shipping includes everything.

Drayage is critical to understand as it can sometimes cost as much or more than your booth hardware itself. If you’re interested in a deeper breakdown, check out ExhibitorOnline’s Article on Drayage.

3. Advance Warehouse

This is a pre-event warehouse where materials are shipped weeks before the show. Your freight is stored, sorted, and delivered to your booth during move-in. Shipping to the advance warehouse helps avoid delays, overcrowded docks, and missed target windows during show week.

4. Exhibitor Kit / Exhibitor Manual

Your master guide for the event. It includes deadlines, show rules, shipping labels, regulations, and forms for ordering electrical, rigging, internet, carpet, cleaning, and furniture. Missing deadlines inside the kit often results in 20–40% surcharge rates.

5. Line-of-Sight Rules

Rules that prevent exhibitors from blocking neighboring booths. These usually regulate booth height, placement of tall structures, and use of walls. They maintain a consistent visual experience for attendees and ensure fair visibility across the show floor.

6. Lead Retrieval

Tools used to capture attendee information—typically badge scanners, mobile apps, or integrations with CRMs. This helps your team follow up quickly after the event. The Trade Show News Network provides industry insights on lead capture best practices.

7. General Contractor (GC)

The company hired by the show to manage logistics, including drayage, labor, carpet, freight handling, rigging, electrical, and cleaning. Freeman and GES are two of the most common GCs in North America.

8. Exhibitor Appointed Contractor (EAC)

A third-party vendor you choose to provide services like I&D instead of the GC. Shows typically require an EAC form and proof of insurance to allow an outside vendor onto the floor.

9. Show Services

Paid, optional services you order through the GC, such as internet, electrical, rigging, furnishings, carpet, cleaning, and AV. Costs vary widely and often increase significantly if ordered onsite.

10. Rigging

The process of hanging signs, banners, lighting, and structures from the venue ceiling. Rigging requires certified riggers due to safety and weight regulations and is usually billed by hour and height.

11. Inline Booth (Linear Booth)

A standard 10x10 or 10x20 booth with neighbors on both sides. Inline booths have strict height limits—usually 8 ft in the back and 4 ft in the front half—to maintain line of sight.

12. Island Booth

A freestanding booth open on all four sides, usually 20x20 or larger. Island booths offer the most design freedom and visibility but also come with higher installation and rigging costs.

13. Perimeter Booth

Located along the outer walls of the exhibit hall. Many shows allow taller back walls (up to 12 ft), giving exhibitors added branding height without upgrading to an island.

14. Freight Target Time (Move-In Window)

Your assigned delivery appointment for freight to arrive on the show floor. Missing this window can result in overtime charges or delays. Target times prevent overcrowding and keep move-in organized.

15. POV (Privately Owned Vehicle) Line

A designated unloading area for cars, vans, or SUVs with small shipments. This option usually allows for faster unloading and avoids long freight lines.

16. Marshalling Yard

A holding lot where freight trucks wait before being called to the loading dock. The yard keeps traffic organized, especially at large shows with hundreds of trucks arriving simultaneously.

17. Electrical Drop / Power Drop

The power source placed within your booth space. Proper planning ensures your lighting, monitor, computers, or demo stations are positioned logically without exposed cables.

18. Hanging Sign Permit

Approval required to suspend signage from the ceiling. Permits outline weight limits, height restrictions, and safety rules. This must be coordinated well in advance to secure rigging times.

19. Show Badges / Exhibitor Badges

Credentials required for booth staff to enter the hall during setup, show hours, and teardown. Most shows require exhibitors to register badge names before arriving onsite.

20. Return Labels / Outbound Shipping Forms

Paperwork placed on your crates or boxes so the GC knows where to ship your materials after teardown. Missing or incomplete labels can delay freight or result in costly storage fees.

Final Thoughts

Knowing trade show terminology empowers your team to make smart logistical decisions, avoid surprise fees, and communicate clearly with show organizers and contractors. With these 20 essential terms, you’ll be better prepared to navigate the show floor and keep your exhibit running smoothly from start to finish.

When you’re ready to elevate your next event, TradeShowBooth.com can help you build a booth that is professional, portable, and performance-focused—complete with custom displays, accessories, and lead-capture solutions.

FAQ: Trade Show Basics & Exhibitor Terminology

1. What is drayage in a trade show?

Drayage (also called material handling) is the fee charged by the show’s general contractor to move your freight from the loading dock to your booth space and back again after the event. It’s separate from shipping costs and is one of the most common trade show fees that new exhibitors misunderstand.

2. What does I&D mean in trade shows?

I&D stands for Installation & Dismantle — the setup and teardown of your booth. Many venues require union labor for I&D, so exhibitors often need to schedule labor in advance and account for hourly minimums, overtime rates, and specific move-in/move-out rules.

3. What are the basic trade show terms first-time exhibitors should know?

New exhibitors should understand essentials like drayage, I&D labor, exhibitor kits, advance warehouse shipping, target move-in times, rigging, and the differences between inline, island, and perimeter booths. These terms help you navigate show logistics and avoid surprise costs.

4. What is included in show services at a trade show?

Show services typically include electrical, internet, rigging, carpet, furnishings, cleaning, and material handling. These services are ordered through the show’s general contractor and usually cost more if purchased onsite rather than in advance.

5. How do I avoid surprise fees when exhibiting at a trade show?

You can reduce unexpected costs by reviewing your exhibitor kit early, shipping to the advance warehouse, understanding drayage rules, submitting all forms before surcharge deadlines, and mapping out your electrical and rigging needs ahead of move-in.

6. What’s the difference between an inline booth and an island booth?

These are two of the most common booth types. An inline booth is a standard 10x10 or 10x20 exhibit with neighbors on both sides and strict height limits. An island booth is open on all four sides, offers more design flexibility, and typically requires more show labor and rigging.

7. What does “lead retrieval” mean at a trade show?

Lead retrieval refers to tools used to capture attendee information — usually badge scanners or mobile apps. It helps exhibitors quickly follow up with prospects after the event and measure ROI from trade show traffic.

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