HowToBooth
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Booth Setup
Load-In
Most conferences provide an opportunity to "load in" and set up the booth the day or evening before the conference. This is highly recommended: you might need more setup time than you expect, you might have forgotten critical items, parking is often available during load-in (and not day of), and doing it the day before means that you might be able to recruit some volunteers who aren't available at other times.
Generally for load-in you're going to need a car or truck, at least two other volunteers, and a folding dolly is advisable. Try to consolidate all your stuff down to as few boxes and bags as possible; it's easier to carry one large box than 4 small ones.
You and another volunteer should drop off the gear, the vol should watch the gear while you park. Then the two of you and any other volunteers should shuttle gear to the show floor, leaving one vol to watch any gear on the curb until the last trip.
During load-in, you want to accomplish the following things:
- Set up the booth display, table, banners, literature, and swag display.
- Test your demo or any other A/V for the booth.
- Sort and arrange t-shirts.
- Do an inventory check to see if you forgot anything.
- Set up power (and internet, if possible)
- Sort and stash extra literature, swag and gear out of sight.
- Check on other projects near your booth you might want to team up with.
