Trade Show Tools FAQ

Helping you make the most of your trade show and event exhibits.

Getting Started / General FAQs

What does Trade Show Tools specialize in?

Trade Show Tools specializes in portable trade show displays, corporate event exhibits, and large-format graphics designed to be easy to set up, easy to update, and visually impactful. Our solutions help brands show up consistently and professionally at trade shows, conferences, meetings, and events.

Who do you typically work with?

We work with marketing directors, event managers, and brand teams across a wide range of industries. Our clients include growing companies, established brands, nonprofits, and organizations that attend multiple events each year and want displays that are reusable, adaptable, and cost-effective.

Where are you located, and do you serve clients outside of Nashville?

We’re based in Nashville, Tennessee, but we work with clients nationwide. Our displays are designed for easy shipping and self-installation, making them ideal for events across the U.S.

What types of events do you support?

We support a variety of events, including:

• Trade shows and expos

• Corporate meetings and conferences

• Sales meetings and roadshows

• Product launches and brand activations

• Internal events and leadership summits

• Recruiting fairs

If your event requires professional displays and graphics, we can help.

Are your displays easy to set up without installation labor?

Yes. Many of our display systems are designed to be tool-free and set up by your own team, saving time and installation costs. We also provide instructions and guidance to ensure a smooth setup. When possible, we provide a full set-up with hands-on training for your team to ensure proper set-up and repacking.

Displays & Products FAQs

What types of displays do you offer?

We offer a wide range of portable and modular display systems, including banner stands, backwall displays, modular exhibits, counters, towers, and island exhibit components. Our solutions are designed to look custom while remaining easy to transport, set up, and update.

What booth sizes do you support?

We support booth sizes ranging from 10x10 and 10x20 inline booths to larger island and peninsula exhibits. Many of our systems are modular, allowing you to easily reconfigure the same display for different booth sizes and event layouts.

Are your displays portable and easy to transport?

Yes. Portability is a core focus of our product selection. Most of our displays are designed to pack into cases, ship easily using car, van, FEDEX or UPS, and be transported without specialized freight or handling whenever possible.

Are your display systems modular or expandable?

Many of our displays are modular and expandable, meaning you can start with a smaller configuration and add components over time. The reverse is also true, allowing, for example, a 20’ display to be reconfigured to a 10ft display. This allows your exhibit to grow as your event program grows—without replacing everything or purchasind additional displays.

Do you sell or rent displays?

We primarily focus on display sales for organizations that attend multiple events and want long-term value. Rental options may be available for select applications or short-term needs—just ask.

What are the advantages of rental displays?

For larger exhibits, renting may make sense. Renting is a flexible, cost-effective, and low-risk solution for exhibitors who want a professional presence without long-term commitments. Rentals allow exhibitors to change designs for different events. And delivery, setup, and teardown can be included which saves time and staff resources.

Can displays be reused for multiple events?

Absolutely. Our displays are designed for repeat use across multiple events, with the option to update or swap graphics as your messaging changes. This makes them a smart investment for companies with ongoing event schedules.

Do your displays require tools or professional installation?

Many of our portable display systems are tool-free and designed for self-installation by your team. For larger or more complex exhibits, we can advise on setup options and provide guidance or professional installation support if needed.

How durable are your display systems?

Our displays are built for the demands of frequent events and travel. We select systems and materials that balance durability, appearance, and ease of use, so they hold up well over time with proper care. Warranties are typically lifetime on hardware and one year on graphics.

Can I see examples of your displays before purchasing?

Yes. We can share renderings, photos of past projects, and product examples to help you visualize how a display will look and function in your space. We’ll guide you toward options that fit your goals and budget.

How do I know which display is right for my needs?

We start with a short conversation about your events, booth sizes, branding, logistics, and budget. From there, we recommend display solutions that align with how you actually exhibit—no one-size-fits-all approach. Some clients are surprised to find that sometime the best solution is actually below their budget.

Graphics & Printing FAQs

What types of graphics do you print?

We produce a wide range of large-format graphics for trade shows and events, including dye sublimation fabric graphics, rigid panels, vinyl graphics, and fabric and vinyl backlit graphics. We’ll recommend the best material based on your display system, event environment, and goals.

What materials do you offer for graphics?

Common materials include:

• Dye-sublmation fabric graphics (tension fabric, SEG)

• Rigid substrates (PVC, foam board, aluminum composite)

• Vinyl graphics

• Backlit materials

Each material is selected for durability, appearance, and ease of replacement.

Are graphics interchangeable or replaceable?

Yes. Many of our display systems are designed so that graphics can be easily swapped or updated without replacing the entire display. This allows you to refresh messaging for new campaigns, events, or audiences. Our graphics can be printed to fit most any display system, even if it was not originally purchased from us.

Can you match our brand colors?

Yes. We use color-managed printing workflows to achieve accurate, consistent brand colors. While exact color matching can vary by material and lighting, we work closely with your brand standards to ensure a high-quality result. We acheive PMS and Pantone matches and will provide hard copy proofs upon request.

Do you offer double-sided or backlit graphics?

Yes. We offer double-sided graphics for freestanding displays and backlit graphics for illuminated displays. These options are great for increasing visibility and impact on the show floor.

How durable are the graphics?

Our graphics are produced to withstand repeated use at trade shows and events. With proper handling and storage, they can be reused for multiple events. We’re happy to provide care and storage recommendations to extend their lifespan.

Do you provide graphic design services?

Yes. We offer graphic design support for trade show and event displays, whether you need a full design, layout assistance, or help adapting existing brand assets to a display format. Our rates are $125 per hour billed on the half hour.

What file formats do you accept for print-ready artwork?

We typically accept high-resolution PDF, AI, or EPS files. If your artwork isn’t print-ready, we can review it and help make any necessary adjustments before printing.

Can you store our files for future reorders or updates?

Yes. We can retain your approved files so reorders, replacements, or updates are quick and easy for future events.

How long does graphic production take?

Production timelines vary depending on materials and quantity, but most graphics are produced within a few weeks after final artwork approval. Rush production may be available if needed.

How are graphics packaged for shipping?

Graphics are packaged carefully to prevent damage during transit, often rolled or packed in protective cases or crates depending on the display system and shipping method.

Ordering & Timelines FAQs

What is the typical ordering process?

Our process is straightforward and collaborative:

1. We start with a brief conversation to understand your events, goals, and timeline

2. We recommend display and graphic options that fit your needs

3. You review pricing and concepts

4. We finalize artwork and specifications

5. Production begins after approval

We guide you through each step to keep things simple and efficient.

How long does the process take from start to finish?

Timelines vary by project, but most orders are completed within 2-3 weeks after final artwork approval. Larger or more complex displays may require additional time.

When do you need final artwork?

Final, print-ready artwork is typically required before production begins. We’ll provide clear deadlines and specifications and design templates so there are no surprises.

Do you offer rush production?

Yes. Rush production may be available depending on the display type, graphics, and current production schedule. Rush fees may apply—contact us as early as possible if timing is tight.

How many design revisions are included?

The number of included revisions depends on the scope of your project. We’ll outline this clearly at the start so expectations are aligned and the process stays efficient.

When does production begin?

Production begins after final approval of artwork, specifications, and payment terms. This ensures accuracy and helps us meet your delivery timeline.

How will I know my order is on track?

We provide updates throughout the process and are always available to answer questions. Our goal is to keep you informed and confident from start to finish.

Can you coordinate delivery to an advance warehouse or show site?

Yes. We can help coordinate shipping to advance warehouses or directly to show sites, and we’ll work with your exhibitor kit deadlines to ensure proper delivery.

What happens if my event dates change?

If event details change, let us know as soon as possible. We’ll work with you to adjust timelines, shipping, or production whenever feasible.

What happens if there is an issue with my order?

If there’s ever a concern with quality, timing, or delivery, we address it promptly. Our focus is on finding solutions and making sure you’re fully supported.

What should I do if I’m not sure about my timeline?

Reach out early. Even if details aren’t finalized, an early conversation allows us to plan ahead and recommend options that fit your schedule and budget.

Pricing & Budget FAQs

How much do your displays cost?

Pricing varies based on display size, configuration, materials, and graphics, but most projects fall within a clear range. We offer solutions for everything from simple portable displays to larger modular exhibits, and we’ll recommend options that align with your budget and event needs.

What factors affect pricing?

Key factors include:

• Booth size and layout

• Type of display system

• Graphic materials and finishes

• Level of customization

• Shipping and logistics requirements

We walk through these details upfront so pricing is clear and predictable.

Do you offer cost-effective options for smaller budgets?

Yes. We regularly work with companies that need professional, high-impact displays on a controlled budget. Portable and modular systems often provide the best value and flexibility.

Do you provide pricing examples or ranges?

Yes. We can share pricing ranges and example projects to help you understand what’s possible within your budget before moving forward.

Are there additional costs beyond the display and graphics?

Depending on your project, additional costs may include:

• Shipping or freight

• Storage between events

• Rush production

• Installation and dismantle (if required)

We clearly outline any additional costs in advance.

Is it more cost-effective to buy or rent a display?

For companies attending multiple events, purchasing a display is typically more cost-effective over time. Rental options may make sense for one-time events or short-term needs, and we’re happy to discuss both.

Can displays be reused to reduce long-term costs?

Absolutely. Many of our clients reuse their display systems across multiple events and simply update graphics as needed, significantly reducing long-term costs.

Do you offer packages or bundled solutions?

Yes. We can create bundled solutions that include displays, graphics, and accessories to simplify ordering and maximize value.

What payment terms do you offer?

Payment terms are outlined clearly during the proposal stage. Production typically begins after approval and agreed-upon payment terms are met.

Can you work within a fixed budget?

Yes. If you have a target budget, let us know. We’ll recommend solutions that deliver the most impact while staying within your parameters.

Shipping, Storage & Logistics FAQ

Do you handle shipping for trade show and event displays?

Yes. We can help coordinate shipping for your displays and graphics, whether delivering to an advance warehouse, show site, corporate office, or event venue. We’ll work with your event deadlines and exhibitor requirements to ensure timely delivery.

How are displays packaged for shipping?

Displays and graphics are packaged carefully to protect them in transit. Depending on the system, this may include hard cases, protective cases, or custom wood crates designed for durability and repeated use.

Do you ship to advance warehouses and show sites?

Yes. We regularly ship to advance warehouses and directly to show sites. We review exhibitor kits and shipping instructions to help ensure compliance with show rules and deadlines.

Can you assist with freight coordination and paperwork?

Yes. We can help with freight coordination, Bills of Lading, and shipping details, and provide guidance on freight class and handling requirements to help avoid delays or reclassification fees.

How far in advance should shipping be scheduled?

We recommend scheduling shipping at least 1–2 weeks prior to advance warehouse deadlines when possible. Show site deliveries may require additional planning due to limited delivery windows.

Do you offer storage between events?

Yes. We can provide short- or long-term storage for displays and graphics between events, making it easier to manage logistics and keep materials organized and protected.

Can you ship directly from storage to my next event?

Yes. Displays stored with us can be shipped directly to your next event, warehouse, or office, streamlining the process and reducing handling.

What happens if my shipment is delayed or damaged?

While shipping issues are rare, we assist with tracking, claims, and replacement solutions if something goes wrong. Our goal is to resolve issues quickly and minimize impact on your event.

Are displays insured during shipping?

Insurance coverage depends on the shipping method and carrier. We recommend declaring value for custom displays and can help guide you through coverage options.

Do you handle returns after an event?

We can help coordinate return shipping from events, including repackaging and return freight to storage or your preferred location.

What information do you need to coordinate shipping?

Typically, we’ll need:

• Event name and location

• Delivery address and deadlines

• Booth number and exhibitor name

• Contact information on site

Providing this information early helps ensure smooth deliveries.

Installation & Set-Up FAQ

Can our team set up the displays ourselves?

Yes! Most of our displays are tool-free and designed for easy self-installation. Even first-time users can set up a professional-looking exhibit quickly with our step-by-step instructions.

How long does setup usually take?

• 10x10 inline booths: 15–30 minutes

• 10x20 modular displays: 30–60 minutes

• Larger island or custom exhibits: 1–2 hours (depending on complexity)

We provide guidance to help your team plan efficiently.

Do you provide setup instructions or guides?

Absolutely. Every display comes with clear instructions, diagrams, and setup videos. For larger exhibits, we can also provide virtual guidance to ensure a smooth setup.

Do you offer on-site installation support?

Yes. For complex or larger exhibits, we can coordinate with trusted installation & dismantle (I&D) partners to provide professional on-site setup.

Are any tools or special equipment required?

Most portable displays require no tools. Modular systems may include simple hardware, but all components are labeled and easy to assemble.

Can displays be reused or reconfigured?

Yes. Our modular and portable displays are designed for repeat use. Graphics can be swapped, and layouts can be adjusted for different events.

What if a part or graphic is damaged during setup?

We provide replacement parts and graphics as needed and can guide you through quick repairs to keep your display looking professional.

Can setup be done in smaller venues like hotel ballrooms?

Yes. Our displays are designed to be flexible and space-conscious, making them ideal for trade shows, corporate events, and smaller venues.

Do you provide tips for first-time exhibitors?

Yes! We share best practices, setup tips, and strategies to make installation fast, efficient, and stress-free.

Trade Show-Specific FAQs

What information do you need from the exhibitor kit?

We typically need:

• Booth dimensions and layout

• Drayage and shipping deadlines

• Power and lighting requirements

• Delivery instructions to advance warehouse or show site

Providing this early ensures smooth shipping, setup, and compliance with show rules.

Do you work with show decorators or general contractors?

Yes. We coordinate with decorators, general contractors, and event services to ensure your display integrates seamlessly with the show floor. We make sure your booth setup meets all venue and show requirements.

What happens if show rules or deadlines change?

We stay flexible. If deadlines, booth locations, or shipping requirements change, we’ll adjust schedules and coordinate shipments so your exhibit arrives on time and ready to install.

Can you help with drayage and shipping to the show?

Yes. We assist with advance warehouse delivery, direct-to-show shipments, and drayage coordination. We handle the details to reduce risk, damage, and delays.

What should I know about booth setup at the show?

• Most displays are tool-free and self-installable, but we can advise on timing and staffing.

• Larger or modular exhibits may need extra setup time or I&D support.

• Always check your show’s move-in/move-out schedule and drayage rules.

Do you offer storage between shows?

Yes. We provide short- or long-term storage so your displays are ready for your next event, reducing repeated shipping costs.

What if I need last-minute changes?

If your graphics, layouts, or messaging change close to the event, contact us immediately. Many updates can still be accommodated, especially with modular systems and pre-approved graphics.

Are your displays compliant with show rules and safety requirements?

Yes. All displays are designed to meet fire, safety, and structural standards commonly required at trade shows. We also review your exhibitor kit to ensure compliance with height, power, and placement restrictions.

Do you provide advice for maximizing booth impact?

Absolutely. Beyond shipping and setup, we offer guidance on display layouts, graphics placement, and audience engagement to make your exhibit stand out on the show floor.

Post-Event & Long-Term Use FAQs

How long do your displays typically last?

With proper care and handling, our displays are designed to last for many years and multiple events. Materials are chosen for durability, portability, and repeated setup and teardown.

Can I update graphics for future events?

Yes. Many of our displays are modular, allowing you to swap or refresh graphics easily. This keeps your messaging current without replacing the entire display.

Do you keep files on hand for reorders or updates?

Yes. Once your graphics are finalized, we can store your files for future reorders, replacements, or design updates. This makes repeat orders faster and more cost-effective.

How should I store my displays between events?

Displays should be stored in a dry, temperature-stable environment. Crates and cases provide excellent protection. We also offer short- or long-term storage solutions for clients who prefer us to handle it.

Can displays be reused for different booth sizes or configurations?

Yes. Many of our displays are modular and expandable, allowing you to reconfigure components for different booth sizes, layouts, or event types.

What if something gets damaged during transport or storage?

We provide replacement parts and graphics as needed and offer guidance for minor repairs. Our goal is to keep your display looking professional and functional.

Do you offer maintenance or refurbishment services?

Yes. We can help with graphic replacements, hardware refreshes, and general maintenance to extend the life of your displays and keep them looking new.

How can I maximize the long-term value of my display investment?

• Reuse displays across multiple events

• Update graphics instead of replacing hardware

• Store properly between shows

• Consult us on modular expansions or upgrades

Following these practices ensures your displays remain effective and cost-efficient for years to come.

Still have questions?

Contact us today or schedule a call—our team is happy to help you plan, design, and execute your next trade show or event.