Transcript Managing HIMSS 08 Show Logistics & Operations

Welcome To...
Managing
HIMSS 08
Show Logistics &
Operations
How to Save Time, Money
& Avoid Headaches
& Hassles
Webcast #1
Exhibitor University ONLINE
Webcast Objectives
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2.
3.
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
Exhibitor University ONLINE
Your Presenters…
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2.
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4.
Jefferson Davis, Moderator
Elli Miller, Senior Exhibits Manager, HIMSS
Rosanne Palello, Assistant Director of Sales,
Freeman
Virginia Geoghegan, Associate Manager of
Exhibit Services
Exhibitor University ONLINE
Challenges of Managing Exhibit
Logistics and Operations
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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 eworkbook)
Failure to effectively interact with show vendors also leads to
problems
Exhibitor University ONLINE
Key Show Groups & Vendors
To Interact With
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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
Exhibitor University ONLINE
Exhibitor Services Manuals
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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.
Exhibitor University ONLINE
Sections of the HIMSS 08
Exhibitor Services Manual
Section
Title
1
General Information
2
Marketing & Sponsorship Opportunities
3
FREE Marketing Opportunities
4
Advertising Opportunities
5
First Time Exhibitors
6
Media Information (Press)
7
Rules and Regulations
8
Hotel & Travel
9
Registration
10
Corporate Membership
11
Freeman
12
Service providers
13
Shipping
http://vendor.himss.org/himss08/exhServiceManual.ASPX
Exhibitor University ONLINE
Exhibitor Services Manual
Pay Special Attention to:
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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
Exhibitor University ONLINE
Exhibitor Services Manual
Exclusive vs. Recommended Contractors
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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.
Exhibitor University ONLINE
The General Services Contractors
Role in Your Exhibit Program
Rosanne Palello, Assistant Director of Sales
Freeman Chicago
5040 W Roosevelt Road | Chicago, IL 60644
[email protected]
PH: 773 473 8337 | Fax: 773 379 5042
Exhibitor University ONLINE
As a Key HIMSS Exhibitions Partner…
Our commitment to exhibitors is:
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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
Exhibitor University ONLINE
An Important Note…
Your General Service Contractor
Is a Critical Resource to
Communicate With To Ensure
Things Go:
- Smooth As Possible
- On Time
- Within Budget
Exhibitor University ONLINE
4 Power Tips for Working
with FREEMAN
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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.
Exhibitor University ONLINE
Services Freeman Provides
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Carpeting
Cleaning
Furnishings
Graphics
Exhibitor University ONLINE
Services Freeman Provides
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Ground Transportation
Installation/Dismantle Labor
Machinery Rigging
Material Handling
Overhead Rigging-done by facility in Orlando
Booth Display Rental Solutions
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contact Nickole Ciolek 773-473-7479
Exhibitor University ONLINE
For Personalized Service
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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.com for additional exhibiting information
that Jefferson helped to write.
The link is:
http://www.freemanco.com/freemanportal/exhibitor/eNewE
xhibitor?exh_resourceExtend=true
Exhibitor University ONLINE
Important Terms to Know…
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Advanced Freight vs Direct Shipment
Service Center
Empty Crate Labels
Marshalling Yard
Material Handling Agreement (MHA)
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http://www.freemanco.com/freemanportal/exhibitor/eGlossary?id=130004
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Exhibitor University ONLINE
Ordering Services Online
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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.
Exhibitor University ONLINE
Ordering Services Online
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Freeman OnLine Provides:
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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
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http://www.myfreemanonline.com/ShowMain.jsp?show=15314
7&referer=s
Exhibitor University ONLINE
Exhibitor Assistant
Exhibitor University ONLINE
Exhibitor Assistant
Exhibitor University ONLINE
Exhibitor Assistant
Exhibitor University ONLINE
Exhibitor Assistant
Exhibitor University ONLINE
Exhibitor Assistant
Exhibitor University ONLINE
Exhibitor Assistant
Exhibitor University ONLINE
Exhibitor Assistant
Exhibitor University ONLINE
Material Handling Calculator
Exhibitor University ONLINE
Material Handling Calculator
Exhibitor University ONLINE
Material Handling Calculator
Exhibitor University ONLINE
Material Handling Calculator
Exhibitor University ONLINE
Material Handling Calculator
Exhibitor University ONLINE
Material Handling Calculator
Exhibitor University ONLINE
Material Handling Calculator
Exhibitor University ONLINE
Freeman Corporate Accounts
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Benefits:
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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
Exhibitor University ONLINE
Freeman Corporate Accounts
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Boeing
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Fabrication
Program management
Nationwide logistics &
property depot
Contact Nickole Ciolek
773-473-7479
Exhibitor University ONLINE
Freeman Corporate Accounts
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Christie
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Design and
fabrication
Program
management
International support
Contact Nickole
Ciolek 773-473-7479
Exhibitor University ONLINE
Ask the Experts…
HIMSS & FREEMAN QUESTIONS
Q&A
1. Press the Q&A Button
2. Type your question
3. Press the submit button
Exhibitor University ONLINE
10 Commandments
of Working with Show Labor
I.
II.
III.
IV.
V,
VI.
Understand and honor the
VII.
unions’ jurisdictions and work
rules.
When in doubt, check with
VIII.
the Floor Manager.
Treat your labor crew with
IX.
respect.
Get to know your crew; call
them by name.
Set expectations on when you X.
need things done. Share
photos, renderings,
experience.
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.
Courtesy: Candy Adams, The Booth Mom - 760.599.4405 www.BoothMom.com
Exhibitor University ONLINE
Exhibit Transportation
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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
Exhibitor University ONLINE
Installation & Dismantle (I & D)
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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
Exhibitor University ONLINE
Avoiding Cost Overruns
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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
Exhibitor University ONLINE
Reducing Headaches
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5.
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 24hour 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
Exhibitor University ONLINE
Ask the Experts…
Managing HIMSS08 Show Logistics
and Operations
Q&A
Submit Your Questions Now
1. Click the Q&A button
2. Type your question
3. Click submit
Exhibitor University ONLINE
Let the Learning Continue…
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Today was just a tiny sampling
Stay Involved and get others in your organization
involved in HIMSS Exhibitor University Program:
–
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FREE LIVE and REPLAY educational webinars
Timely and relevant “how to” articles in your Exhibitor
Bulletin
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Exhibitor University ONLINE
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At-Show: Best of Show
Post-Show: Real Results
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