Group 3 Session 4b

Exhibitor Prospectus : Exhibitor Prospectus Exhibit facility and location Background information List of previous exhibitors Number of years the event has been held Attendee demographics from past events ©2009 Ellen Maiara, CMP & Event Solutions Management 1

Exhibitor Prospectus : Exhibitor Prospectus Value proposition for exhibiting Additional marketing opportunities Advertising in program Sponsorships Attendee list rental Hyperlink on event website ©2009 Ellen Maiara, CMP & Event Solutions Management 2

Exhibitor Prospectus : Exhibitor Prospectus Space contract Method of how space will be assigned Priority point system 1 point for every year the exhibitor has participated in the event for every 100 sq feet purchased Exhibitor with the most points chooses first First come first served ©2009 Ellen Maiara, CMP & Event Solutions Management 3

Exhibitor Prospectus : Exhibitor Prospectus Space or exhibit package cost List all that is included Booth Hotel shuttle Access to general session Aisle carpeting Booth ID sign Programs ©2009 Ellen Maiara, CMP & Event Solutions Management 4

Exhibitor Prospectus : Exhibitor Prospectus Payment schedule Cancellation and refund policy Background information on the facility Photographs Diagrams URL to facility website ©2009 Ellen Maiara, CMP & Event Solutions Management 5

Exhibitor Service Manual : Exhibitor Service Manual Distribute at least 90-days before event Detailed compilation of Contracts Rules and regulations Promotional opportunities Exhibit related products and services Deadlines ©2009 Ellen Maiara, CMP & Event Solutions Management 6

Exhibitor Service Manual : Exhibitor Service Manual Distributed by Hard copy Website CD ©2009 Ellen Maiara, CMP & Event Solutions Management 7

Exhibitor Service Manual : Exhibitor Service Manual Included information Floor plan Entrances and Exits Post and column locations Fire apparatus Registration area Ceiling height(s) Aisle width and no-freight aisles Obstructions ©2009 Ellen Maiara, CMP & Event Solutions Management 8

Exhibitor Service Manual : Exhibitor Service Manual Included information Floor plan Utilities – water, gas, phone, Internet, electricity Floor load restrictions Elevator, escalators and stair locations Loading area/dock locations Secured areas Dining areas and concessions stands Restrooms Exhibitor lounge Exhibitor meeting rooms, if on show floor ©2009 Ellen Maiara, CMP & Event Solutions Management 9

Exhibitor Service Manual : Exhibitor Service Manual Included information Unopposed exhibit hours Targeted inbound freight dates and times Exhibit installation dates and times Dismantling dates and times Union timing Material handling information Storage location of empty crates Boneyard ©2009 Ellen Maiara, CMP & Event Solutions Management 10

Exhibitor Service Manual : Exhibitor Service Manual Included information Booth descriptions stating Size of standard booths Availability of linear, island and peninsula Furnishings to be provided Color of drape Restriction and regulations on materials ©2009 Ellen Maiara, CMP & Event Solutions Management 11

Exhibitor Service Manual : Exhibitor Service Manual Included information Major rules, regulations or policies of the host organization Color of carpet Fire safety regulations Registration hours and location Security ©2009 Ellen Maiara, CMP & Event Solutions Management 12

Exhibitor Service Manual : Exhibitor Service Manual Included information Housing/reservation process Official travel agency Public transportation information Shuttle service information Credit cards accepted Rental car agencies ©2009 Ellen Maiara, CMP & Event Solutions Management 13

Exhibitor Service Manual : Exhibitor Service Manual Included information Parking Insurance Exhibitors and exhibitor appointed contractors provide proof of general liability insurance ©2009 Ellen Maiara, CMP & Event Solutions Management 14

Attendance Promotion : Attendance Promotion Promote exhibit in advance Incorporate special features New product showcase Prize drawings Demonstrations Promote show through onsite signage ©2009 Ellen Maiara, CMP & Event Solutions Management 15

Attendance Promotion : Attendance Promotion Encourage exhibitors to promote event One time use of attendee list Unopposed exhibit hours Food and beverage ©2009 Ellen Maiara, CMP & Event Solutions Management 16

On-Site Operations : On-Site Operations Event Specification Guide Provide one month before the event to CVB representative Facility manager GSC Hotel Convention Services Manager (CSM) ©2009 Ellen Maiara, CMP & Event Solutions Management 17

On-Site Operations : On-Site Operations Event Specification Guide Describe precisely how you want event to operate Detail dates, times locations and person responsible ©2009 Ellen Maiara, CMP & Event Solutions Management 18

Security : Security 24-hour security Attendee access to the show floor Off-hour security ©2009 Ellen Maiara, CMP & Event Solutions Management 19

Booth/Stand Types : Booth/Stand Types International Association of Exhibitions and Events (IAEE) Exhibit hall guidelines for display rules and regulations Consistent, fair exhibiting standards ©2009 Ellen Maiara, CMP & Event Solutions Management 20

Linear Booth : Linear Booth One side exposed to an aisle Arranged in a series along a straight line Also called in-line booths Floor plan designed in increments of 10 ft (3.05 m) Most commonly 10 ft wide by 10 ft deep ©2009 Ellen Maiara, CMP & Event Solutions Management 21

Linear Booth : Linear Booth Use of space Display materials should be set so they don’t obstruct the view of neighboring booths Maximum height of 8 ft (2.44 m) is allowed only in the rear half of the booth ©2009 Ellen Maiara, CMP & Event Solutions Management 22

Linear Booth : Linear Booth Use of space 4 ft (1.22 m) height restriction imposed on all materials in the front 5 feet of the booth When 3 or more 10 x 10 booths are used, this restriction of space only applies to the portion that is within 10 ft of the adjoining booths ©2009 Ellen Maiara, CMP & Event Solutions Management 23

Corner Booth : Corner Booth Linear booth that is exposed to aisles on one or two sides All other linear booth guidelines apply Diagram ©2009 Ellen Maiara, CMP & Event Solutions Management 24

Perimeter Booth : Perimeter Booth A linear booth that backs to the outside wall of the exhibit facility rather than another exhibit All guidelines of a linear booth apply except Back wall maximum height is 12 feet Diagram ©2009 Ellen Maiara, CMP & Event Solutions Management 25

End Cap Booth : End Cap Booth Exposed to aisles on three sides and composed of two booths Dimensions 10 ft deep by 20 ft wide Maximum back wall height is 8 ft within 5 ft of the 2 side booths Remaining wall is 4 ft Diagram ©2009 Ellen Maiara, CMP & Event Solutions Management 26

Peninsula Booth : Peninsula Booth Exposed to aisle on 3 sides Composed of a minimum of 4 booths 2 Types Backs up to linear booths Back up to another peninsula booth Also called a “split island booth” ©2009 Ellen Maiara, CMP & Event Solutions Management 27

Peninsula Booth : Peninsula Booth Dimensions 20 x 20 ft or larger When backs up to linear booth, back wall is restricted to 4’ high within 5’ of each booth 16 ft is a typical height allowance ©2009 Ellen Maiara, CMP & Event Solutions Management 28

Split Island Booth : Split Island Booth Peninsula booth which shares a common back wall with another peninsula booth Entire area may be used to maximum allowable height Usually 16 feet Diagram ©2009 Ellen Maiara, CMP & Event Solutions Management 29

Island Booth : Island Booth Any sized booth exposed on all sides to aisle Dimensions 20 x 20 ft or larger Use of space Entire space may be used to maximum height 16 feet Diagram ©2009 Ellen Maiara, CMP & Event Solutions Management 30

Extended Header Booth : Extended Header Booth Linear booth 20 feet or longer with a center extended header Dimensions and Use of Space All linear booth guidelines apply except Header Maximum height of 8 ft Width of 20% of the booth length Maximum depth of 9 ft from the back wall Diagram ©2009 Ellen Maiara, CMP & Event Solutions Management 31

Other Considerations : Other Considerations Ceilings and canopies Should comply with all site line restrictions Hanging signs and graphics Peninsula and Island Booths 16 feet Comply with ordinary use of space restrictions Set back 10 feet from adjacent booths Require approval 60-days before installation ©2009 Ellen Maiara, CMP & Event Solutions Management 32

Other Considerations : Other Considerations Towers Freestanding exhibit component separate from the main exhibit fixture Height restrictions apply Towers larger than 8 ft should have drawings inspected Fire and safety regulations will govern towers Building permit may be required ©2009 Ellen Maiara, CMP & Event Solutions Management 33

Other Considerations : Other Considerations Multi-story exhibit Fixtures exceed 12 feet, including double- and triple-decker booths Prior approval Building permit ©2009 Ellen Maiara, CMP & Event Solutions Management 34

Issues Common to Booth Types : Issues Common to Booth Types American with Disabilities Act (ADA) All exhibitors are required to be in compliance Structural Integrity Displays should be constructed and erected in a manner that will withstand normal contact and vibration Withstand moderate wind ©2009 Ellen Maiara, CMP & Event Solutions Management 35

Issues Common to Booth Types : Issues Common to Booth Types Flammable and Toxic Materials Materials used in display construction should be made of fire retardant materials and be certified as flame retardant Flame proofing certificate should be available Materials should be disposed of in accordance with guidelines by the Environmental Protection Agency (EPA) and the facility ©2009 Ellen Maiara, CMP & Event Solutions Management 36

Issues Common to Booth Types : Issues Common to Booth Types Electrical minimum guidelines 110 volt wiring should be grounded, 3 wire Wiring touching the floor should be “SO” cord Minimum 14 gauge/three wire Flat cord Insulated for extra hard usage Cord wiring above floor can be “SJ” rated for hard usage ©2009 Ellen Maiara, CMP & Event Solutions Management 37

Issues Common to Booth Types : Issues Common to Booth Types Electrical minimum guidelines Not recommended and often prohibited Zip cord, 2-wire cord, latex cords, plastic cords, lamp cord, open clip sockets & 2-wire clamp on fixtures Power strips (multi-plug connectors) should be UL approved with build-in overload protectors. ©2009 Ellen Maiara, CMP & Event Solutions Management 38

Issues Common to Booth Types : Issues Common to Booth Types Lighting minimum guidelines Not allowed outside booth boundaries Lighting, fixtures, trusses, overhead lighting Lighting should be directed to the inner confines of booth space Should not shine on other exhibits ©2009 Ellen Maiara, CMP & Event Solutions Management 39

Issues Common to Booth Types : Issues Common to Booth Types Lighting minimum guidelines Potentially harmful lighting Lasers Ultra violet Strobes Approved by show management Comply with facility rules ©2009 Ellen Maiara, CMP & Event Solutions Management 40