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Initiate plans for a
conference exhibition two to three years
before the date of the conference in
order to allow adequate time
to obtain suitable hotel and exhibition
space.
What's Involved:
Duties
The Exhibits Committee is
responsible, partially or entirely, for
the following:
- Guidelines for
Exhibits
- Exhibits Prospectus
Preparation
- Exhibitor Contact
- Exhibit Prospectus
Mailing and Follow-up
- Exhibit Technical Programs
- Promotion at Society
and Other Conferences
- Exhibit Space Layout
and Usage
- Drayage Firm Selection
- Exhibitor Registration
- Security
- At Conference Responsibilities
- Exhibit Guide
Call for Exhibitors
When a meeting
includes an exhibit, an
invitation to exhibit is
usually sent to prospective
exhibitors. The Committee needs
to prepare the
Exhibits Prospectus at least a
year prior to the
conference, so that it is ready
for dissemination at the
previous conference.
Sales
For most
conferences, the Exhibits
Committee will handle the
sale of exhibit booth space and
patron solicitations.
Decorator
The Committee
may hire a drayage company (also
often a
decoration company) which is
responsible for storing, moving,
and shipping exhibit equipment.
In such cases, all financial
and contractual commitments must
first be approved by the
sponsoring entity.
A conservative and practical
budget must also be approved by the
sponsoring entity. The conference budget
should incorporate detailed
information concerning the planned
receipts and expenses for
the exhibition.
The detailed budget for the
exhibition is a part of the overall
conference budget and should include:
(1) The price schedule for
booths and an estimate of the
anticipated number of booth sales.
(2) The projected costs to secure the
necessary exhibition area and
facilities.
(3)
Detailed financial arrangements
regarding the commission
schedule of the Exhibit Manager, if one
is utilized.
(4)
Expenses related to the promotion of the
exhibit, including printing
and mailing of brochures, exhibitors'
catalogs, handling and
exhibit guide printing.
(5) Anticipated travel expenses for the
Exhibit Manager and staff,
if utilized.
(6)
Service costs that are directly related
to the exhibition, such as:
decoration, storage or warehouse
services, drayage, utilities,
special guards and insurance fees.
Exhibit Manager Selection and Contract
PLEASE NOTE: Contracts
Valued over $25K must be forwarded to
IEEE for review &
execution. The contract with the Exhibit
Manager should specify that
all fees for the sale of exhibit space
should be sent directly to
the Conference Treasurer and all checks
should be made payable to
the conference.
Exhibition Prospectus
The Committee needs to
prepare the Exhibits Prospectus at least
a year prior to the
conference, so that it is ready for
dissemination at the
previous conference. The Prospectus
consists of:
- General Information
on the Conference
- Letter of Invitation
- General Instructions
and Information
- Exhibit Contract
- Exhibit Rules
- Patron Application
- Exhibit Hall Floor
Plan
- Registration Form
(added only six months before
conference)
- Advance Program
(added only three months before
conference
Exhibitor Registration
Advance registration packets
should be sent to exhibitors
approximately five months before the
conference. They should
include:
- Exhibitor Advance
Registration Form
- Letter of
appreciation for their participation
- List of Exhibitors to
date, by name and address, and by
booth number
- Hotel Layout, and
Exhibits Hall Layout
- List of Exhibitor
action items
- Complimentary passes
(if used)
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