Chapter 17 Exhibits and Trade Shows

1. Chapter 17 Exhibits and Trade Shows Convention Management and ServiceEighth Edition (478TXT or 478CIN)

2. Competencies forExhibits and Trade Shows • Describe the scope of exhibits and trade shows, and identify types of exhibits. • Identify and discuss the elements of exhibit planning, including the duties and responsibilities of key trade show and exhibit personnel. • Explain exhibit billing procedures and the shipping and receiving concerns of exhibitors and the properties that host them.

3. The Scope of Exhibits and Trade Shows • Exhibitions are live marketing events. • Exhibitions are a key element of most trade conventions. Over 80 percent of annual trade conventions include an exhibition. • Exhibitions provide associations with a way to boost conference attendance and raise money. • Properties of any size can service exhibitions.

4. Types of Exhibits Tabletop Exhibits • Used where space is limited or where there is a limited number of exhibitors. Area Exhibits • Exhibitor assigned a specific floor space for displaying large, tall equipment or two-tier displays. (continued)

5. Types of Exhibits (continued) Booth Exhibits • Most common exhibit. • A standard unit of exhibit space (usually 10 feet by 10 feet) occupied by an exhibitor. • Usually constructed with pipe and drape (lightweight aluminum tubing draped with fabric to create separate exhibit booths) or hardwall (solid material such as plywood, plastic, etc.). • Booth types: standard, perimeter, peninsula, island

7. Key Trade Show Personnel Trade Show Manager • First priority is to sell floor space to exhibitors • Most work directly for meeting group; others are independent • Develops list of potential exhibitors • Markets the show to exhibitors and attendees • Contracts with exposition service company • Oversees logistics • Sends exhibitors the exhibitor prospectus in an effort to influence participation (continued)

8. Key Trade Show Personnel (continued) Exhibition Service Contractors • Provides general decorations for exhibit hall • Designs the exhibition floor plan • On-site coordination of show • Organizes and coordinates all services required to set up the exhibit hall, including labor, plumbing, electrical, cleaning, florists, booth personnel, drayage, and setup and teardown • Generally charges the trade show manager a flat fee for setup of booth • Charges exhibitor fees based on services supplied (continued)

9. Key Trade Show Personnel (continued) Exhibitors • See trade shows as opportunities to demonstrate products/services to key decision-makers • Receive an exhibitor service kit from the exhibition service contractor • Rent floor space from the trade show manager

12. How Money Is Made • Hotels—sell exhibit space to convention organizers and services to delegates • Convention organizers—resell space to exhibitors • Exhibitors—sell goods and services to delegates • Delegates—sell goods and services to their customers • Trade show managers—sell floor space to exhibitors • Exhibition service contractors/decorators—sell services to trade show managers and exhibitors • Drayage companies—sell services to decorators and exhibitors

13. Elements of Exhibit Planning • Scaled drawings • Layouts • Photo file • Timetable • Show hours and room assignments • Labor regulations • Insurance

14. Exhibit Fees Two categories of exhibition shows: • Exhibits held with a convention • This is the most common arrangement • Attendance is restricted to association members • Variables in determining rental fee charged to group include: sleeping and meeting room commitment, expected F&B revenue, repeat business potential (continued)

15. Exhibit Fees (continued) • Exhibits held as part of a trade show • Often open to the public • Also termed a consumer show (home and garden shows, travel shows, etc.) • The organizer makes a profit from sub-leasing exhibit space • Hotels often charge higher rental fees for space

16. Convention Shipping and Receiving Concerns • Limited storage at property • Drayage companies store exhibits until move-in • Handling and storage paid by exhibitors or meeting group • Shipping address should include name and dates of event • Indicate a preferred shipping method • Incoming shipping costs: set policies for charges or postage due

17. Shipping Methods • Air freight • Common carrier • Private carrier • Exhibit contractor as shipping agent