Tag Archives: Exhibiting at a conference

Conference and Seminar Tip: Management of a Vendor Exhibition at a Conference

Exhibitor Management

  • Before the conference and exhibition venue selection, consideration should have been made on how many exhibitors are expected and what size of exhibition hall or meeting room is appropriate.
  • Adequate space needs to be available for coffee breaks or if lunch is taking place in the exhibition area in order to encourage attendees to visit the exhibitors.
  • A site plan of the exhibition space looking at access for build-up and layout of stands must be created and made available for exhibitors. The plan should show details of services such as electrics, communications, with appropriate consideration for health and safety.
  • When selecting a venue consider any requirements for areas and rooms for communications, the exhibition manager’s office, and storage.
  • Prepare a preliminary budget, and finalise it once you have completed a final site visit. Review all costings and income involved.
  • Design and implement a website for the conference to incorporate a section for exhibitors with relevant on-line documentation specific to them as well as the usual section for attendees.
  • If required select an exhibition stand builder & designer for designing the exhibition floor layout, bearing in mind the conference theme and corporate branding.
  • Organise security and cleaning for exhibition area.
  • Review the budget throughout to make sure it is not being exceeded (an adequate contingency amount should have been incorporated at the outset).
  • Arrange in plenty of time for the shipment of items for exhibition.
  • You will need ongoing meetings with the venue management to detail what is going on in the exhibition area and timings and requirements etc.
  • Before the conference date the exhibitors should have already been sent detailed information, or had access to the website of exhibiting at the conference. This should include:
    • Location – hall or exhibition room with layout of stands and tables as well as coffee stations, lunch and bar or café locations, and networking facilities designated as appropriate, making sure that there is adequate space for exhibitors.
    • Application forms for exhibitors with costs of the various exhibitors’ packages detailing what is included in each one e.g. stand shell, or space or table, furniture, electrics. Also put this information on the conference website and make it available as a PDF file to download.
    • Details concerning internet access, communications, branding for corporate and sponsors to incorporate signage and conference theme.
    • If using shell schemes, details of what is included and ordering instructions for additional or optional items.
    • A contact list of the exhibition management as well as a contact list of exhibitors.
    • Supplier list from the venue with order form and deadline dates for ordering.
    • Exhibitors should be sent a timeline detailing the deadlines for actions to be completed before the exhibition.
    • Exhibition information including the times and dates of assembly & dismantling of stands, opening times of the exhibition etc.
    • Technical logistics information – exhibitor manual, important information & instructions.
    •  Health and Safety information and instructions about what is or is not allowed on-site, any loading restrictions etc.
    • Marketing promotions including: sponsorship items – promotional branding opportunities – exhibition manual with company profile – products and downloadable PDF files.
    • Accommodation information and booking information for exhibitors and staff.

On-site Management

  • Arrive in plenty of time, before the set up by stand building staff or when the hotel is involved in setting tables, meet with the venue and check state of room for any damage, make note and agree with venue management.
  • The exhibition manager needs to be on site for set up of exhibition stands and also during dismantling as well when exhibition is live.
  • Work closely with stand building staff or venue management making sure layout is according to plan and if necessary amend any site plans.
  • Work closely with exhibition stand designer & service suppliers make sure all is set up before exhibitors arrive on site to do their own set up.
  • Check on electrics and communications; have suppliers on call for any unexpected issues.
  • Set up the communications office, exhibition staff office, and storage area if required.
  • Liaise with exhibitors regarding storage and arrival of any freight for them.
  • If required attend exhibitors briefing meeting.
  • Be on hand and available to assist with any exhibitors queries.
  • On the final day make sure no exhibitor tears down before close of the exhibition.
  • Assist exhibitors with tear down and taking goods for collection.
  • Check room or hall is in the same condition and clear when leaving the venue.
  • Good communication, and keeping everyone who needs to know informed of what is happening, is paramount.
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