Transcript Chapter 17 Exhibits and Trade Shows Convention Management and Service Eighth Edition

Chapter 17
Exhibits and Trade Shows
Convention Management and Service
Eighth Edition
(478TXT or 478CIN)
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Competencies for
Exhibits and Trade Shows
1. Describe the scope of exhibits and trade
shows, and identify types of exhibits.
2. Identify and discuss the elements of exhibit
planning, including the duties and
responsibilities of key trade show and
exhibit personnel.
3. Explain exhibit billing procedures and the
shipping and receiving concerns of
exhibitors and the properties that host them.
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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.
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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.
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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
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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
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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
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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
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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
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Elements of Exhibit Planning
• Scaled drawings
• Layouts
• Photo file
• Timetable
• Show hours and room assignments
• Labor regulations
• Insurance
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Exhibit Fees
Two categories of exhibition shows:
1. 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
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Exhibit Fees
(continued)
2. 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
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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
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Shipping Methods
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Air freight
Common carrier
Private carrier
Exhibit contractor as shipping agent
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