Site Selection/Contract Negotiation with Facilities

•  Work with client to determine suitable locations for group size and demographics
•  Develop an RFP based on requirements and desired dates to send to facilities
•  Negotiate contract(s) with facilities for final

Back to Top

Perform Preliminary Research

•  Research industry trade shows
•  Research industry associations
•  Research industry trade press (print and electronic)
•  Evaluate competitive advantages
•  Review audience demographics
•  Research and compile exhibitor prospect database
•  Research and determine best media to reach potential trade show attendees

Back to Top

Work with Client to Establish Show Objectives

•  Determine overall Event success metrics
•  Financial Goals/Development of Budget
•  Develop Exhibit Pricing, Packages, and Sales Goals/Strategies
•  Develop Sponsorship Pricing, Packages, and Sales Goals/Strategies
•  Develop Attendance Goals/Strategies
•  Develop Key VIP Attendance Goals/Strategies

Back to Top

Promotion/Marketing

•  Develop overall marketing plan and budget
•  Develop show name and logo (if needed)
•  Develop Website for promotional and registration purposes (if needed)
•  Develop all promotional materials (exhibitor and sponsorship prospectus/attendee) for
    client approval
•  Distribute/launch all promotion to various target audiences
•  Investigate sources of outside lists (partnering with industry associations/magazines)
•  Development of advertising (web-based banner ads) and media placement
•  Development and distribution (Develop and distribute)of press releases to industry media

Back to Top

Exhibit Management Services

•  Exhibit booth sales and processing of all payments
•  Pre-sales for next year’s show (if applicable) on show floor at this year’s show
•  Assign exhibit booths/floor plan management
•  Handle all exhibitor/attendee/press inquiries
•  Placement of all directional signage within facility
•  Vendor Management/Interface
•  Work with service contractor to develop and distribute exhibitor manual
•  Work with service contractor/facility on banners and sponsorship fulfillment inside/outside
    building
•  Gather information for Show Guide from exhibitors and work with vendor (or industry
    magazine) to produce
•  Work with EACs to ensure proper communication with show management about the rules  
    of working the show
•  Work with facility on all logistical needs and prepares checklist for all vendors (facility,  
    service contractor, security, audiovisual, etc.) that lays out the requirements of the show
•  Work with all vendors onsite to ensure a quality experience for all event attendees
•  Work with service contractor onsite to distribute show guides to attendees
•  Show office management
•  Onsite management of show—handling exhibitor inquiries, enforcing rules, supervising
    floor, move-in/move-out logistics

Back to Top

Selection and Management of Event Vendors

•  Shuttles (if needed)
•  Audiovisual
•  Security
•  Floral
•  Facility services (electrical/T1 Lines, phones, food and beverage, etc.)
•  Photography
•  Computer/Components Rental
•  Lead Retrieval
•  Onsite Registration systems

Back to Top

Meeting Planning/Logistics

•  Identify hotel(s) and negotiate contract for sleeping room block(s) (if needed)
•  Work with client to establish schedule of all events that will be taking place
•  Work with facilities to lay out space needs, signage needs, press room needs, etc.
•  Manage any needs for Press/VIP rooms—computers, audiovisual needs, food and
    beverage, etc.
•  Handle any VIP functions (receptions, special social events, etc.)
•  Handle planning, booking and execution of any special entertainment
•  Prepare checklist of specifications for facilities on all events held in meeting rooms

Back to Top

Preregistration (Online) and Onsite Registration Services

•  Develop all forms/online systems for registration of exhibitors, attendees, press, and VIPs
•  Establish badge pickup procedures for online preregistrants as well as onsite registrants
•  Process payments for attendees

Back to Top

Post-Show Activities

•  Press releases on attendance, exhibitor/sponsor participation
•  Exhibitor/sponsor evaluation of show
•  Sponsor Followup Package (this is what you got for your money—number of advertising
    impressions, demographic information about attendees, show pictures as applicable)
•  Exhibitor Followup—send out attendance figures, demographic data, etc.
•  Bill reconciliation with all vendors prior to final bill preparation for client
•  Wrapup financial reports

Back to Top