What: Manage the exhibits space and solicit exhibitors, or manage an exhibits-management company
Who: Exhibits Chair and Exhibits Committee
When: Begin 18 to 24 months before the conference
10.1.22 - Tax Liability Resulting from Sales and Order Handling in Conjunction with Conference Exhibits (PDF, 781 KB)
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Planning and managing conference exhibits is a challenge for most conference organizers. IEEE recommends that you hire an exhibit-management company to sell and manage your exhibit space if your conference has more than a few tabletop exhibits, or has other complex requirements.
Many conferences hire an exhibit company.
The conference finance chair, or treasurer, prepares a detailed budget for the exhibition as part of the overall conference budget. The budget includes:
The exhibitor sales kit, also known as a prospectus, is important for marketing your conference. The information in the exhibitor prospectus will help you to attract and sign up exhibitors.
The prospectus may consist of:
The exhibitor service kit has all the information an exhibitor needs to ship and set up their exhibits. The drayage company, if one is used, usually sends out the exhibitor service kit six to eight weeks before the conference, or it is posted on the conference website. The kit should include:
If you are not using an exhibits-management company, the exhibits committee manages the design and layout of the exhibit space. Planning for the exhibit space includes the following:
The conference exhibits committee manages the exhibit space during the conference.
You can support local educational or scientific institutions and governmental agencies by providing them with free exhibition space for educational displays.
When donating space, consider the following:
Show your exhibitors that you appreciate their support by promoting them on the conference website and materials.
IEEE is ready to help. If you have questions about managing exhibits, please contact IEEE Meeting and Conference Management (MCM) at firstname.lastname@example.org.
Do you have other questions about organizing a conference? Please contact IEEE Meetings, Conferences & Events (MCE).
Do you have feedback on the information on this page?
Please send your feedback to the IEEE MCE.