Service Manual: A Working Guide for Organized Trade Fair Participation

The service manual is the central reference document for exhibitors. It contains all essential information for preparing, executing, and completing a trade fair participation – from technical guidelines to deadlines for orders. For many project managers, it’s the first document they read once preparations begin.

Its function goes beyond explaining rules – it helps structure the entire process. While it doesn't replace project planning, it forms its foundation. Those who use it consistently reduce errors, avoid unnecessary inquiries, and maintain a reliable timeline.

How the Service Manual Is Used During the Project

In practice, the service manual serves as a reference for many departments – from booth construction and logistics to marketing and procurement. It provides concrete guidance on delivery, power supply, fire protection, and setup times. Especially in teams with distributed tasks, it serves as a common foundation.

The Manual as a Project Basis

For medium and large-scale trade fair appearances, the manual is often part of the internal project file. It’s not just read but marked up, commented on, and actively referenced. Whether technical staff or assistants – the document helps keep complexity under control.

Typical Content of a Service Manual

The structure may vary by organizer, but the content is similar. The focus is on deadlines, requirements, and services – ranging from ordering water connections to delivery logistics – supplemented by contacts, approval requirements, and insurance notes.

Key Chapters at a Glance

• Access and setup times
• Technology and infrastructure (e.g., electricity, water, internet)
• Booth design, maximum height, proof requirements
• Waste management and cleaning
• Traffic guidance and safety on the exhibition grounds

Digital Versions and Central Platforms

In the past, manuals were sent in binders or as PDFs. Today, they are almost always part of a digital exhibitor portal. This offers advantages: content can be kept up to date, deadlines come with reminders, and orders are processed directly through integrated tools.

Guided Navigation Instead of File Searching

Modern portals guide users step-by-step through relevant topics. Instead of reading everything at once, project managers follow a task list – making the workload more manageable.

The Service Manual in Transition – A Look Ahead

With increasing digitalization, the manual is becoming less of a static document and more of a functional tool. In the future, it will be applied rather than read: through dynamic systems that guide exhibitors through processes, assign tasks, and automatically monitor deadlines.

Connected Tools and Personalized Content

Depending on the specific trade fair setup, manuals may soon be tailored – based on booth size, location, and industry specifics. This makes them not only more streamlined but also more relevant.

Conclusion: The service manual remains a key tool for efficient trade fair planning. Not because it dictates everything, but because it brings order to a complex process. Those who take it seriously save time – and ultimately money.