Behind The Scenes Of BETT 2020

Have you ever wondered what goes on behind the scenes before the doors to the BETT Show open? This year, Project Manager, Becca Clark shares her experiences of being onsite, and provides us with insight about the work that goes into getting an exhibition stand built and ready for showtime.

Preparations

It’s only a few days before we go onsite to install my client’s stand at BETT 2020, and there are multiple checklists that are constantly running through my head: kit lists, H&S, just in case items, back up items. When managing projects like these, you’re always factoring in what we need and could need onsite, so that we aren’t caught off guard.

As you might imagine, there’s a big difference between the preparation for working onsite at an exhibition install, compared to an install in a conference centre or hotel. You know that you are heading onto a huge, busy and noisy building site and that there’ll be stands, large and small, being constructed all around you for the next few days. This hectic environment means that preparing a detailed project schedule, ahead of arriving onsite, is essential to keeping all parts of the stand build moving forward effectively and ensuring everyone knows where they should be and when.

From experience, I also know that the massive doors to the ExCel loading bays will be wide open, letting in the cold January breeze. So, even small considerations such as my clothing and packing lots of layers, means that uncontrollable factors, such as chilly temperatures onsite, won’t slow me down over the 3-day build period.

Arriving Onsite

When you walk in on the first day of install, it’s an intense, but exciting atmosphere. There are a whole host of crews who have arrived to set up space only stands too; it’s a hive of activity, everyone is in a different state of play and taking various approaches to getting their build underway and complete. Having managed a multitude of projects at BETT over the years, the In2 team know what tactics work to get the job done; we’re seasoned pros and understand how to optimise our time onsite.

Transforming Designs Into Reality

For me, the best thing about the build stage is that, over the next few days, all the designs and artwork concepts that have been created and evolved, will finally become a tangible reality for our client to see and interact with.

There’s something so satisfying about seeing the visuals, you’ve been working with for months, coming to life and looking exactly as they should. Watching all the print components being taken out of their carry cases and being rolled over the frames, looking as bright and vibrant as you’d envisioned. Touching and walking on the textured flooring, that’s been laid to incredible effect, elevating the visual aesthetic of the stand. It’s a powerful and rewarding moment, when all these individual elements come together, and you can walk around the stand and really get to grips with the sheer size of the designs you have been working on.

Getting every aspect of the build spot on is vital for us. Not only is the stand going to be our client’s base throughout the show, but, most importantly, it will also be a representation of their business and brand at the exhibition; every aspect will therefore play an important part in influencing the audiences perception of the product and services being showcased – so it has to be perfect.

The Build Process

Despite working 10 to 13-hour days, when onsite you have to be switched on all the time and on top of every detail. I’m always asking questions and thinking ahead, ‘Are all the power outlets working?’, ‘Is the internet at the speed it needs to be?’. There’re also the multiple deliveries that arrive on site at various times throughout the build, that need to be overseen and coordinated. You have to adopt a ‘What’s next?’ attitude, and live and breathe everything that will make the stand build process a success.

You might be under the impression that once the structure of the stand is up, that the end is in sight and a finish ahead of schedule may be on the cards…Oh no, once the frame is in place, the next round of work begins. Walls and sections need a fresh lick of paint and graphic panels need to be checked over to make sure there is no puckering or bowing of materials – we will stringently check every inch of the stand to ensure that there’s nothing out of place.

Then it’s time to address the next set of questions, to keep us on our planned trajectory: ‘Does everyone know there is wet paint on the stand?’, ‘How long will the paint take to dry?’, ‘When can we come back to the area and apply SAVs to the wall?’. Drying times are longer in the cold open space, so this is always an advantageous part of the day, where we can pack the giveaway bags and assemble furniture.

There is never a quiet moment during build, there’s always something that needs to be done right up until the very last minute. Even when it’s complete, you find yourself scrutinising the stand to make sure it is absolutely perfect and all of the power outlets, TVs, internet, lights, coffee machines, fridges, stools, sofas etc. are working and looking as they should.

On the last night of build – when all of the checks are completed and you and your client are walking around the stand with huge smiles on your faces, because the project has come to fruition and it looks AMAZING – there’s no better feeling than proudly taking out the branded roll of In2Events event tape and wrapping it around the edges of the stand. Stepping back, and taking in the finished result, makes all the days of hard work so worthwhile.

Going Live

It’s live day, but before the doors officially open, there are still the 3-hour pre-show checks to carry out. This gives us a final opportunity to test that everything is in place and ready for a great show. On the rare occasion that something isn’t quite right, we always have a contingency in place, so there’s a solution ready to go – the phrase ‘Don’t panic Mr Mainwaring’ always springs into my mind, as I know we’ll get everything ready, to the highest standard, before showtime.

And then, just like that… the show has gone live. Our work onsite is done, and our client gets to demonstrate their business proposition in a creative and functional setting, that works on the right level to connect their brand with their target audience.

At In2Events we understand that exhibitions are a crucial and exciting opportunity for your business to meaningfully engage with your audience face-to-face. That’s why when you work with our expert exhibitions team, we’ll collaborate and consult with you, to create a stand that will deliver impact and measurable ROI against your goals.  How? Find out. Call 02392 320 581 or email info@in2events.co.uk.