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DEFINITION

Service Contractor
 Anyone who provides a product or service for the
exhibitors or show management during the actual show or
conference.
 Historically referred to as “decorators”
 Involved in every aspect of the sow from move-in to
running the show, to teardown and move-out.
GENERAL SERVICE CONTRACTOR (GSC)
Also called the Official Show Contractor or Exposition
Services Contractor. Hired by show management to
handle general duties for the show:
 Graphic treatments of the show and signage
 Pipe and drape / hard wall exhibits
 Aisle carpets
 Create official areas – sponsor booth, registration, lounges
 Hire and manage labor
 Move freight in and out
 Material handling and drayage – responsible to move the freight in
and out of the facility for the show.
Drayage : delivery of exhibit material from the dock to an assigned exhibit space,
removing empty crates, returning crates at the end of the event for re-crating and
delivering materials back to dock for carrier loading.
Drayage Charge : the cost of moving exhibit materials within the confirms of the exhibit
hall, based on weight.
Drayage Contractor : Company responsible for handling exhibit materials.
Drayage form : A Drayage Form, also known as a Material Handling Form, is a form
completed by an exhibitor requesting handling of materials. Drayage Forms are used
to track the amount of freight being moved for the exhibit as well as the weight of
each item of freight. These piece counts and weights will then dictate the drayage
charge the exhibitor will have to pay.
CONTINUE ( GSC ROLLS)
-Will recommend cities where a show should be held, the times of the year and the
facilities that fit the event.
-Suggests how marketing themes and association logos can be used
-color schemes, visual treatments and types of materials come from GSC
- GSC offers the show organizers a valuable service by hiring and managing then labor
for a particular show.
-responsible to move the freight in and out of the facility, manage the flow of the trucks
coming in and out of the facility and storage of the crates and boxes during show.
 
GENERAL SERVICE CONTRACTOR
Hired by show management to handle services
for the exhibitors:
 Exhibit design and construction
 Booth set-up and dismantle
 Carpet, Furniture and Signage
 Interface with union and labor
 Rigging & Material Handling
GENERAL SERVICE CONTRACTOR
Creates Exhibitor Service Manual (Kit)
 Sent to confirmed and registered Exhibitors
 Order forms for all exhibitor services provided by the
contractor and specialty contractors
 Show rules and regulations
GENERAL SERVICE CONTRACTOR
Role is evolving:
 Increasing their scope of services
 Some convention center facilities are doing what contractors used to do
 Centralized billing
 Event marketing consulting / production
 Corporate event programs Multi-event exhibit programs
 Private trade shows New product introductions
 Hospitality events Touring Expositions
 New Technologies
 Floor plans
 Material Handling
 Web Site development
ORGANIZATION OF A SERVICE CONTRACTING
COMPANY
There are different departments grouped by a common activity that support the mission of the
company. Some of the departments or divisions are as follows:
- Sales : typically divided by national and local sales. Some companies also have a separate
exhibitors sales department that takes over from national sales in dealing with exhibitors.
- Logistics: handles planning, scheduling, shipping, labor relations, site inspections with event
organizer, and preparation.
- Drayage and warehousing : transportations of materials, booths, exhibits etc. along with their
temporary storage in the host city. Drayage may include air transport, over the road tractor-trailer
and local transportation.
- Event technology: technology, special effects, reports. This department oversees the planning
and subsequent installation of the output of the production department
- Event services: exhibitors kits, on site coordination, registration
- Production: woodworking, props, backdrops, signs, electrical, lighting, metal work, and so on.
- Accounting and finance: accounts receivable, account payable, payroll and financial analysis.
EXHIBITOR- APPOINTED SERVICE CONTRACTOR
The official show contractor is typically known as the “General Service Contractor.”
(GSC). Exhibitor Appointed Contractors, on the other hand, are many of the
professionals who service the exhibitor community on the show floor prior to, during,
and after the show, such as the floral companies, audio-visual providers, rental
furniture companies, labor contractors, and photographers. If a service provider is not
named in the show kit by the General Contractor, then the service provider is
considered an EAC (Exhibitor Appointed Contractor).
SPECIALTY SERVICE CONTRACTOR

Deal with specific area of show production

Either:
 appointed by show management OR
 appointed by exhibitors
SPECIALITY SERVICE CONTRACTOR
Specialty Services include:
Audio-visual Labor Planning & Supervision
Business Services Lighting
Catering Models / Hostesses &
Cleaning Services Spokespersons
Communications & Computers Utilities
Consulting Photography
Drayage & Freight Postal /Package Services
Electrical Security
Floral Translators
Furniture Industry Specific
EXHIBITOR APPOINTED CONTRACTOR
Work specifically with the exhibiting company
throughout the year, often on more than one show
 Usually in the areas of:
 Installation and dismantle
 Décor
 Exhibit design and storage

“Exclusives” – services that can only be provided by an

official service contractor appointed y show
management
RELATIONSHIPS
Show Organizers hire the General Service Contractor
 Request for Proposal (RFP) Process
Partnership develops as show planning progresses
General Service Contractor suggests marketing themes,
design layout, floor plans, color schemes
General Service Contractor and Show Organizers select
specialty service contractors
Maintain history of show development, production and
exhibitor needs
ASSOCIATIONS
Trade Associations abound - something for everyone!
 Exhibition Services and Contractors Association
 Exhibit Display Producers Association
 Exhibitor Appointed Contractors Association
 International Association for Exhibition Management
 Canadian Association of Exposition Management
 National Association of Consumer Shows
 Trade Show Exhibitors Association
 Center for Exhibition Industry Research
RELATIONSHIP BETWEEN CONTRACTORS AND
SHOW ORGANIZERS
 
The process of hiring service contractor is through an RFP ( Request for Proposal).
The show organizer creates a list of questions and specifications for each show.
Other areas of concern include :
- knowledge of the industry
- Knowledge of the facility
- Other shows being handled in the same industry
- Size of the organization
- budget.
HOW IT ALL WORKS
 
Show Organizer

Exhibitors Attendees

General (Official)
Specialty
Service Contractor Facility & City
Contractors
(GSC)

Labor
Exhibitor Appointed
Official Contractor
Contractors
SUMMARY
Service contractor are the backbones of the exhibitions/ event/
conference industry. Their support structure, like the
backbone, allows the show organizers and exhibitors to create
an atmosphere that is smooth and efficient. Understanding the
responsibilities of each contractor will allow a show/ event
organizer to offer the exhibitors the best possible service as well
as creating a successful environment for buyers and sellers to do
business in the exhibitions format.
REVIEW

Definitions
 General Service Contractor
 Specialty Service Contractor
 Exhibitor Appointed Service Contractor
Relationships
Associations
How It All Works