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Hiring an exhibit-management company
You can hire an exhibit-management company or manage it yourself:
| Volunteers | Volunteers on the conference committee handle exhibits management, working directly with exhibitors, the site, and other arrangements. |
| IEEE MCM | IEEE Meeting and Conference Management (MCM) offers complete exhibit-management services. Exhibit-management services can be hired for individual services, such as exhibit management, or for the entire event. |
| Exhibit-Management Company | Many companies offer exhibit-management services. Contact IEEE Conference Services for a list of recommended exhibit-management companies. |
You may to prefer to work with an exhibit-management company if your exhibit space:
- has more than a few table tops;
- includes booths that require shipping and set-up;
- is a union exhibits hall;
- allows sales on the exhibits floor.
Hiring an exhibit-management company can be a difficult task. IEEE Conference Services can help make this easier by recommending exhibit-management companies that have satisfactory performance records.
IEEE Meeting and Conference Management (MCM) can manage your exhibition space, coordinate with vendors, and oversee all aspects of the exhibit.
Find more information on IEEE MCM
The conference sponsor has to approve the contract with the exhibit-management company before it is signed. IEEE provides a sample contract template that you can use when hiring an exhibit-management company. You must submit all contracts greater than US$25,000 to IEEE for review. All other contracts will be reviewed upon request.
Submit contracts to IEEE Conference Contracts
Go to Templates of Contracts and Legal Documents for a Meeting Management Template
For more information on signing contracts, go to the Managing Conference Finances page
Hiring a drayage company
Drayage services are common in trade shows, when the conference site can't allow all the individual vendors to transport their own supplies and equipment into the site. Some drayage companies also provide decorating and equipment rental, in addition to setting up and removing exhibits.
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You need to hire a drayage company if you have an exhibition space with booths, special equipment, and furniture, or if your conference site requires one. Drayage-company services may include:
- shipping, moving, and storing;
- set-up and tear-down services;
- layout, color scheme, and overall arrangements;
- aisle carpeting and wall drapes;
- booth furniture;
- tables and chairs for a lounge area;
- banners, signs, and entrance units;
- plants and flowers;
- electrical and audio-visual equipment;
- registration desks;
- poster boards;
- exhibitor service kits.
The Exhibits Committee should get bids from several companies. Always ask for references and contact those references before hiring a drayage company.
Who do you talk to at IEEE?
IEEE is ready to help. If you have questions about hiring an exhibit-management or drayage company, please contact IEEE Meeting and Conference Management (MCM).
Do you have other questions about organizing a conference? Please see IEEE Conference Organizer Contacts.
Do you have feedback on the information on this page?
- Is there missing or incorrect information?
- Do you have a tip to share?
Please send your feedback to Conference Services.
Contact Information
IEEE Meetings, Conferences and Events Customer Relationship Management is available to assist you with all of your conference needs.
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