Service Kit vs Exhibitor Manual
Exhibitors receive two documents that are easy to confuse. The service kit is from the general service contractor and the venue's official suppliers: it is how exhibitors order and pay for furniture, power, freight handling and labor. The exhibitor manual is from you, the organizer: it is the rulebook for the show, with deadlines, booth regulations, badges and insurance. Exhibitors need both, and they need to know which questions go to which team.
| Aspect | Exhibitor service kit | Exhibitor manual |
|---|---|---|
| Produced by | General service contractor and official suppliers | Show organizer |
| Purpose | Order and pay for booth services | Explain show rules, deadlines and logistics |
| Typical contents | Order forms, price lists, shipping labels, labor rates, payment terms | Schedule, booth rules, badges, insurance, fire safety, sampling, cancellation policy |
| Money goes to | Contractor and suppliers, unless your agreement shares it | Organizer, for items the organizer sells |
| Questions go to | Contractor's exhibitor services desk | Organizer's exhibitor services contact |
If you don't have a manual yet, start from the exhibitor manual template and link the service kit from its services section. If you are still choosing a contractor, the questions to ask a general service contractor cover kit timing, advance rates and who answers exhibitors.
Exhibitor Service Kit Contents Checklist
Use this checklist to review the contractor's draft before it goes to exhibitors. Mark which items are included in the booth price so exhibitors don't order what they already have.
| Item | Usually provided by | What to check |
|---|---|---|
| Furniture | General service contractor | Which tables, chairs and counters are in the booth package |
| Carpet and padding | General service contractor | Whether carpet is required, and colors on offer |
| Booth cleaning | Contractor or venue | Nightly vacuum and trash, and the order deadline |
| Electrical | Venue's exclusive electrician, often | Outlet types, 24-hour power and where power drops can go |
| Internet | Venue's exclusive provider, often | Wired and wireless options and the network policy |
| Audio-visual | Official AV supplier | Screens, sound and any in-house patch fees |
| Material handling and freight | General service contractor | Warehouse and show-site addresses, receiving dates, rates and labels |
| Installation and dismantle labor | Contractor or exhibitor-appointed contractor | Labor rates, overtime hours and the EAC notice deadline |
| Rigging | Contractor or venue | Hanging sign rules, weight limits and drawings required |
| Signs and graphics | General service contractor | Booth ID signs, file specs and print deadline |
| Lead retrieval | Organizer or lead retrieval provider | Price, device options and ordering deadline |
| Security | Official security company | Booth security hours and overnight coverage |
| Catering | Venue's exclusive caterer, often | Booth catering and food sampling rules |
| Hotel | Housing bureau or organizer | Room block link and cutoff date |
| Schedule and forms | Organizer and contractor | Move-in and move-out times, credit card form, terms and cancellation |
If your show allows food sampling, put the policy and any venue or caterer forms beside the catering section; see trade show food sampling rules for a policy template.
Deadlines and Discount Dates
Deadlines are the part of the kit exhibitors act on. Put every date in one table at the front of the kit and in your announcement email. The timing below is an example of how a schedule is often laid out; use your contractor's actual dates.
| Deadline | Example timing | What happens after |
|---|---|---|
| Service kit published | 60 to 90 days before move-in | Exhibitors can start ordering |
| Exhibitor-appointed contractor notice | About 30 days before move-in | Outside contractors may not be allowed on the floor |
| Advance warehouse receiving opens | About 30 days before move-in | Freight shipped earlier may be refused |
| Advance rate discount deadline | About 21 days before move-in | Standard or show-site rates apply |
| Graphics and sign files due | About 21 days before move-in | Late files may not be printed in time |
| Rigging drawings due | About 30 days before move-in | Hanging signs may not be approved |
| Last day freight arrives at warehouse | About 5 days before move-in | Ship direct to show site on the published dates |
| Show-site orders | During move-in | Highest rates and limited stock |
How Organizers Publish the Service Kit
- 1
Agree inclusions with the contractor
Confirm booth package inclusions, the move-in schedule and any items you sell yourself, such as lead retrieval or extra badges, before the contractor finalises the kit.
- 2
Share the floor plan
Send the contractor the final floor plan with booth numbers, sizes and exhibitor names, and resend it whenever booths change.
- 3
Publish in one place
Post the kit link, the exhibitor manual and the move-in schedule in the same place, such as your exhibitor portal's documents page.
- 4
Announce and remind
Send the announcement email with every deadline listed, then reminders two weeks and three days before the advance rate deadline.
- 5
Track who has opened it
Ask exhibitors to confirm they have read the schedule and kit, and follow up with those who haven't before the discount date.
An exhibitor portal keeps the kit, manual, forms and deadlines behind one login, so exhibitors don't search old emails for links. Pair the kit with the exhibitor move-in schedule so freight and labor orders match the times exhibitors are allowed on the floor.
Copy-Ready Announcement Email
Most exhibitor complaints about service bills come from ordering late or ordering items already in the booth package. Listing inclusions and the advance rate date in the first email prevents both, and exhibition management software keeps those dates in front of exhibitors from booking through move-out.