Renting an exhibit in Chicago should be a predictable, stress-free step in your event plan. This Informational checklist walks you through the essentials — from project management responsibilities to show-floor installation — so you can focus on your message, not logistics.
Informational overview: Why a checklist matters for Chicago rentals
Chicago shows run on tight timelines and strict venue rules. A clear checklist prevents surprises, ensures compliance with show contractors, and saves money by reducing last-minute changes. Use this guide to confirm responsibilities, timelines, and services before you sign a rental agreement.
Before signing: Contract and scope of services
Confirm what’s included in the booth rental and turnkey package. Rental exhibits can vary—verify size, included furnishings, lighting, and any technology or flooring. Ask for a written scope that lists deliverables and who is responsible for each item.
Key contract items to confirm
- Exact booth dimensions and layout.
- Included furnishings, counters, shelving, and lighting.
- Pre-show and post-show storage or freight handling terms.
- Fees for add-ons, changes, or graphic revisions.
- Insurance and liability responsibilities.
Project timeline and communication
Establish a project timeline with milestones and a single point of contact for both your team and the exhibit provider. Good project management reduces back-and-forth and keeps approvals on schedule.
TS Exhibit Lab provides project management services that coordinate schedules, approvals, and on-site needs. Confirm meeting cadence, approval deadlines, and who signs off on production and installation plans.
For more about our process, see our project management page: Project Management.
Logistics, shipping, and secure storage
Chicago venues often require precise delivery windows. Confirm freight arrival and departure windows, material handling rules, and where your crate(s) or cases will be stored before and after the show.
Ask whether the provider offers secure storage for your exhibit components between events, and confirm associated costs and access policies. If you’ll be shipping from another state or country, confirm customs or carrier requirements well in advance.
Learn more about secure handling options: Logistics & Secure Storage.
Client-approved graphics and AV
Confirm who supplies artwork files and the acceptable file formats, resolution, and color profile. TS Exhibit Lab can produce and install client-approved graphics, but does not provide logo or creative design services unless separately contracted. Plan early to avoid rush charges.
For audio-visual, specify what’s provided in the rental and what requires third-party rental or in-venue approval. Confirm power needs, rigging points, and any truss or hanging signage requirements with the venue.
Professional installation and dismantle plan
Installation standards and labor rules vary by venue. Confirm whether your package includes professional booth installation and dismantling by certified technicians, and whether labor rates are fixed or hourly.
TS Exhibit Lab provides professional installation and dismantling services that follow venue guidelines and show contractor rules. Confirm arrival windows, crew size, and a contact for on-site decisions to keep set-up on schedule.
Read more about installation services here: Professional Booth Installation.
On-site support and post-show handling
Decide whether you need dedicated on-site support during the show. If you plan to ship exhibit components back to storage or to another event, confirm post-show dismantling timelines, outbound shipping schedules, and any storage pickup windows.
Confirm who is responsible for lost or damaged items, and document pre-show condition with photos if possible.
Practical checklist: 8 Essentials to confirm before renting an exhibit in Chicago
- Signed scope of work listing all included items and responsibilities.
- Project timeline with approval deadlines and a single point of contact.
- Confirmed freight windows, material handling rules, and storage plan.
- Graphic production requirements and confirmation that graphics are client-approved.
- Installation and dismantle labor details, arrival windows, and crew plan.
- AV and power needs verified with the facility and included in the quote.
- Insurance, liability, and who handles damages documented in writing.
- Post-show handling: dismantle, outbound shipping, and storage pickup timeline.
Day-of-show tips and venue compliance
Arrive early, bring printed and digital copies of your scope and floor plan, and keep a small toolkit for last-minute adjustments. Always follow venue rules for fire safety, rigging, and electrical. When in doubt, contact your project manager to confirm next steps.
Frequently asked questions
Q: Can my rental include custom-size graphics?
A: Yes. TS Exhibit Lab can produce and install client-approved graphics sized to the rental. Confirm file requirements and approval deadlines before production begins.
Q: Who handles on-site labor and exhibitor services at the venue?
A: Your exhibit provider typically manages booth installation and dismantling when included. Confirm labor hours, crew size, and any additional exhibitor services required by the venue.
Q: Is secure storage available between shows in Chicago?
A: Secure storage options are available; confirm location, access terms, and any storage or handling fees before booking.
Conclusion
This Informational checklist reduces uncertainty and ensures you cover the critical items when renting an exhibit in Chicago. Confirm the scope, timeline, logistics, graphic approvals, installation, and post-show handling up front to avoid costly delays and last-minute changes.
When you’re ready to move forward, reach out to confirm services and timelines or to get a detailed quote: Contact TS Exhibit Lab.
Clear planning and professional support let you concentrate on your exhibit goals instead of operational details.
