Managing HIMSS 08 Show Logistics & Operations

1. WelcomeTo... Managing HIMSS 08 Show Logistics & Operations Webcast #1 How to Save Time, Money & Avoid Headaches & Hassles

2. Webcast Objectives • Discuss the Challenges of Managing Exhibit Logistics and Operations • Better Understand the General Services Contractor’s Support Role and Services • Gain Tips and Best Practices for Managing Logistics and Operations

3. Your Presenters… • Jefferson Davis, Moderator • Elli Miller, Senior Exhibits Manager, HIMSS • Rosanne Palello, Assistant Director of Sales, Freeman • Virginia Geoghegan, Associate Manager of Exhibit Services

4. Challenges of Managing Exhibit Logistics and Operations • The average exhibitor spends 95% of their pre-show time managing exhibit logistics and operations. • On average 43% of the total show budget is spent on the exhibit (20%), show services (14%) and transportation (9%). • Too often key deadlines are missed causing exhibitors to pay up to 30% more for show services. • Failure to carefully read the exhibitor service kit is a key culprit in unnecessary cost overruns and hassles • Best Practice: Develop a week-by-week show checklist that integrates logistic and strategic show activities (in your e-workbook) • Failure to effectively interact with show vendors also leads to problems

5. Key Show Groups & Vendors To Interact With • HIMSS Exhibits Team: Elli Miller, Virginia Geoghegan, Jim Anderson and Christina Dorsey • Freeman: General Services Contractor • Exhibit Design House • Transportation Company • Installation & Dismantle Company (EAC’s) • Lead Retrieval System Supplier • Other vendors in your Exhibitor Services Kit

6. Exhibitor Services Manuals • Exhibitor Services Manual are available on your Show’s website under “For Exhibitor”. • It is also available at Freeman On-line. • The easily accessible On-Line Manual can be forwarded to all contractors involved in your display. • Important note: Show Management carefully considers the selection of Official Contractors based on quality of service, variety of products, price and reputation. Since these contractors frequently work on more than one show with us, they value the business of our customers and provide quality products and services. Some companies may misrepresent themselves as being an official contractor so be sure to check the list in the exhibitor manual or give us a call.

7. Sections of the HIMSS 08Exhibitor Services Manual http://vendor.himss.org/himss08/exhServiceManual.ASPX

8. Exhibitor Services Manual Pay Special Attention to: • Chronological checklist for deadlines • What’s New for 2008 • Display Rules and Regulations; Venue Regulations • Freeman Quick Facts • Targeted Floorplans: Check Online for the most updated version

9. Exhibitor Services Manual Exclusive vs. Recommended Contractors • Exclusive contractors are companies who are solely permitted to perform the services listed, and exhibitors requiring such services must go through them directly. • Recommended contractors also work with HIMSS to offer competitive rates, and some have the added benefit of manning a fully staffed service desk onsite. Exhibitors are not obligated to secure the services of ‘recommended’ contractors.

10. The General Services Contractors Role in Your Exhibit Program Rosanne Palello, Assistant Director of Sales Freeman Chicago 5040 W Roosevelt Road | Chicago, IL 60644 Rosanne.Palello@freemanco.com PH: 773 473 8337 | Fax: 773 379 5042

11. As a Key HIMSS Exhibitions Partner… Our commitment to exhibitors is: • To be extremely customer-focused • Offer a variety of show services • Provide cost-saving solutions • Be readily accessible in advance, on site and after the show

12. Your General Service Contractor Is a Critical Resource to Communicate With To Ensure Things Go: - Smooth As Possible - On Time - Within Budget An Important Note…

13. 4 Power Tips for Working with FREEMAN • Consider us your partner in providing services you’ll need on the show floor. • Read the Exhibitor Services Manual carefully; ask questions, mark all deadlines. • Incorporate the show’s deadline list into your master timeline of all your strategic and logistical tasks. Pad the dates. • There’s no shame in asking questions or asking for help. • If you are putting your display out to bid be sure that you are comparing apples to apples. The GSC bid typically includes drayage and labor.

14. Services Freeman Provides • Carpeting • Cleaning • Furnishings • Graphics

15. Services Freeman Provides • Ground Transportation • Installation/Dismantle Labor • Machinery Rigging • Material Handling • Overhead Rigging-done by facility in Orlando • Booth Display Rental Solutions • contact Nickole Ciolek 773-473-7479

16. For Personalized Service • Freeman: 2200 Consulate Drive, Orlando, FL 32837 • Phone; 407 816-7900 – Fax; 407 850-9328 • View the online Exhibitor Service Manual for information on all the services available to exhibitors. To view the online manual, go to www.myfreemanonline.com • Visit www.freemanco.comfor additional exhibiting information that Jefferson helped to write.  • The link is:http://www.freemanco.com/freemanportal/exhibitor/eNewExhibitor?exh_resourceExtend=true

17. Important Terms to Know… • Advanced Freight vs Direct Shipment • Service Center • Empty Crate Labels • Marshalling Yard • Material Handling Agreement (MHA) • http://www.freemanco.com/freemanportal/exhibitor/eGlossary?id=130004

18. Ordering Services Online • Online, electronic access to all forms and show information, in one place, accessible 24 hrs • Can create an order template to make it easier for future orders • Shopping cart functionality • Shipping tips, photo samples of different types of shipments etc.

19. Ordering Services Online • Freeman OnLine Provides: • Accessibility to Freeman provided services • Exhibitor Assistant to guide you through the ordering process • Material Handling calculator to estimate costs prior to the event • Link to FOL • http://www.myfreemanonline.com/ShowMain.jsp?show=153147&referer=s

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34. Freeman Corporate Accounts • Benefits: • Single Point of Contact • Program management expertise • Annual budgeting • Measurement • Design fabrication • Nationwide logistics & property depot • Key Account Program • VIP treatment at other Freeman events • Discount rates at show site • Contact Nickole Ciolek 773-473-7479

35. Freeman Corporate Accounts • Boeing • Fabrication • Program management • Nationwide logistics & property depot • Contact Nickole Ciolek 773-473-7479

36. Freeman Corporate Accounts • Christie • Design and fabrication • Program management • International support • Contact Nickole Ciolek 773-473-7479

37. Ask the Experts… HIMSS & FREEMAN QUESTIONS Q & A • Press the Q&A Button • Type your question • Press the submit button

38. Understand and honor the unions’ jurisdictions and work rules. II. When in doubt, check with the Floor Manager. III. Treat your labor crew with respect. IV. Get to know your crew; call them by name. V, Set expectations on when you need things done. Share photos, renderings, experience. VI. Give positive feedback. Do not confront a “problem” laborer; notify the service desk, labor desk, or union steward. Work closely with your “lead” to delegate assignments. Offer to buy your crew coffee or a soda on their break. Do not offer cash “gratuities” or bribes. Be someone the laborers will want to come back to work with on dismantle. 10 Commandmentsof Working with Show Labor Courtesy: Candy Adams, The Booth Mom - 760.599.4405 www.BoothMom.com

39. Exhibit Transportation • Who’s responsible to plan shipping? • What will you ship? • What type of carrier provides the services you need: (equipment, timing, labor, storage) • When will your freight ship and arrive? • Will you ship to the advance warehouse or show site? • Variables in cost of shipping • Use carriers with a trade show division who understand the trade show process (weight slips, waiting time, marshaling yards, etc.) • Shipping coordinates with material handling on site • An inventory should be taken when the first set-up person arrives Courtesy: Candy Adams, The Booth Mom - 760.599.4405 www.BoothMom.com

40. Installation & Dismantle (I & D) • Plan both at the same time and place orders • Maximize your straight-time hours • Plan twice as long to set up as dismantle. • Understand the local unions and their jurisdictions, especially when you need them to work together on a project • Walk through your entire set-up schedule with your exhibit house or I & D contractor. Courtesy: Candy Adams, The Booth Mom - 760.599.4405 www.BoothMom.com

41. Avoiding Cost Overruns • Meet the show contractors’ discount deadlines to get “early bird” discounts. • Always ask for the discount. Just about everything is negotiable, but not always with $$! • Add 10% to your best budget estimate for emergencies and last-minute opportunities. • Get firm quotes from vendors. • Always make order changes in writing. • Bring all confirmations and paperwork to the show. Courtesy: Candy Adams, The Booth Mom - 760.599.4405 www.BoothMom.com

42. Reducing Headaches • Don’t assume anything. Every show is different so read the exhibitor kit! • Always have a “Plan B”. • Build relationships with your vendors and always have 24-hour phone numbers. • Pad your budget with at least 10% extra • Pad your timelines before and at the show with extra time to get things done. Courtesy: Candy Adams, The Booth Mom - 760.599.4405 www.BoothMom.com

43. Ask the Experts… Managing HIMSS08 Show Logistics and Operations Q & A • Submit Your Questions Now • Click the Q&A button • Type your question • Click submit

44. Let the Learning Continue… • Today was just a tiny sampling • Stay Involved and get others in your organization involved in HIMSS Exhibitor University Program: • FREE LIVE and REPLAY educational webinars • Timely and relevant “how to” articles in your Exhibitor Bulletin • Order TRADE SHOW SUCCESS: multi-media training program: www.tradeshowturnaround.com

45. 3 VOLUME SERIES • Pre-show: Planning For Profit • At-Show: Best of Show • Post-Show: Real Results • Each Volume Contains: • DVD Video, CD Rom Audio with Tools, CD Rom, Pocket Audio interview, Leaders Guide, Resource Guide, Pocket Cards. • $175 per volume - $475 for the 3 volume set • Order atwww.tradeshoweducation.com The complete step-by-step guide to trade show success