What to Ask a Promoter Before You Pay for a Table
The table price is the beginning of the conversation, not the whole conversation. Read the exhibitor agreement while you still have the option of saying no.
Confirm the full fee
Ask about table dimensions, electricity, admission passes, corner placement, cancellation policy, payment deadlines, and extra charges. Get the answers in writing. “Should be fine” is not a contract term.
Ask about the actual audience
What kinds of exhibitors are accepted, how is the show promoted, and what is the expected mix of visitors? Nobody can guarantee attendance, but an organizer should be able to explain the event.
Understand venue restrictions
Check prohibited categories, display and safety procedures, permits, insurance, accessibility, and the loading schedule. Regulated inventory requires checking applicable requirements directly with the organizer and authorities.
Check how problems are handled
Ask who deals with misplaced tables, security issues, weather changes, and refunds. A professional organizer should have a clear contact and a workable plan.
Try this instead of winging it
Make a one-page list with columns for “Included,” “Extra fee,” “Not allowed,” and “Need to ask.” Fill it from the exhibitor agreement. Common questions include electricity, access passes, booth dimensions, cancellation rules, loading doors, and insurance. Email anything unresolved and keep the written answer. A small amount of administrative patience is a remarkably effective way to protect an entire weekend of work.
One question worth settling
What if an exhibitor agreement is vague about fees?
Ask the promoter to clarify in writing before paying. Get specific about electricity, extra passes, refunds, and cancellation terms. If the answer remains unclear, consider a different event rather than betting your weekend on assumptions.
THE BOTTOM LINE: If a promoter refuses to answer basic operational questions, that is itself information.