GUIDE FOR FIRST- TIME EXHIBITORS

Transcription

1 GUIDE FOR FIRST- TIME EXHIBITORS Interservice/Industry Training, Simulation and Education Conference & Tradeshow November 30 December 4, 2015 Orlando, Florida Orange County Convention Center National Training and Simulation Association (NTSA) 2111 Wilson Blvd, Suite 400 Arlington, VA

2 TABLE OF CONTENTS WELCOME... 2 About NTSA... 2 Show Facts... 2 Show Hours:... 3 RESOURCES... 4 Exhibitor Manual... 4 Bulletins and Updates... 4 Show Management Contacts... 4 Other Helpful Online Resources... 5 On-Site Floor Managers... 6 Housing and Registration... 6 Customer Registration... 6 SHOW PROMOTION... 7 Free Promotions... 7 Additional Promotions... 8 Prohibited Promotions... 9 LOGISTICS Planning Your Booth Ordering Services Shipping and Move-in Delivering Your Own Freight Labor Official Show Service Contractors ON-SITE IN ORLANDO Locate Your Shipment and Check Your Orders/Services Safety and Security Security Tips Safety and Health Tips Potential Problems and How to Solve/Avoid Them Track Your Leads Other Exhibiting Tips Your Booth Staff Look to the Future Move-out AFTER THE SHOW Follow-up on Leads and Logistics Goals and Feedback FUTURE DATES: I/ITSEC

3 WELCOME As a first-time exhibitor at I/ITSEC, we would like to help you have a successful show and maximize all available opportunities before, during, and after the event. This guide will cover items that are helpful to exhibitors who have never exhibited at our events, or in Orlando, or are brand new to exhibiting and are experiencing their first show ever. The Exhibitor Manual is our comprehensive guide to everything you need to plan your participation in the show. This guide is designed to augment that resource by highlighting items that may be new to you. You will be directed to certain pages and sections of the Exhibitor Manual rather than repeating everything here. The entire Exhibitor Manual can be found on web site About NTSA The National Training and Simulation Association (NTSA) is the entity that manages and produces the I/ITSEC event. NTSA provides the training, simulation, related support systems and training services industries a focused, formal organization to represent and promote their business interests in the market place. The Association provides a forum to communicate the full capability and broad characteristics of all of the elements of training systems and services to include associated support services. Founded in 1988, the Association fosters communication between the training agencies regarding requirements, procurement issues and policies. An important aim of NTSA is to see that all aspects of training systems development and training services requirements are highlighted as independent and important "line items" in the overall planning, programming, budgeting and acquisition process. Show Facts The upcoming I/ITSEC 2015 trade show and conference will take place November 30 December 4,

4 Over 450 exhibitors will occupy nearly 190,000 net square feet of exhibit space in Orange County Convention Center South Hall in Orlando. Exhibit space sold. taken up by carpeted aisles that allow the professional visitors to get to the different exhibit booths. NTSA always reports verified data for square footage occupied and attendance. This allows you to correctly evaluate show demographics and tailor your marketing accordingly. Visit our website for press releases and demographics or contact NTSA directly with any questions. This guide will help you to navigate the sometimes puzzling process of setting up your booth, but will also help you make the most of your presence at this trade show, whether small or large, and help you to attract visitors to your booth and achieve the goals you have set for this event. Show Hours: Monday 30 November Tuesday 01 December Exhibitor Networking Event Wednesday 02 December Thursday 03 December

5 RESOURCES Exhibitor Manual The Exhibitor Manual contains all the information needed for exhibiting at I/ITSEC. It can be found online at The single most beneficial thing you can do to prepare yourself for the event is to carefully read through this manual. You may want to print pages to revisit as deadlines approach, do not throw any pages away need something you initially thought you would not need! your plans may change and you might Many exhibitors work with contractors on aspects of their booth it is fine if you send them the pertinent sections or the whole manual, but try to keep copies for yourself. You may also work closely with your internal marketing department or an external agency on promoting your booth at the show. Bulletins and Updates In addition to the Exhibitor Manual, I/ITSEC Show Management will send updates in the months prior to the show. If any important news about the show or the facility arises in the coming months, we will be sure to send you an alert. The Exhibits Team does not send you spam or promotional s, so please be sure to read any s that we do send. These s will come from so if you have a special firewall system, please allow receipt of s from these addresses. Show Management Contacts If you have reviewed our materials and still have questions, or are unable to find something, please contact us at NTSA with your questions: Debbie Langelier, Director of Exhibits & Sponsorships at: (703) or dlangelier@ndia.org. 4

6 Contact Debbie with any questions, especially regarding Sustaining Member booth space, Sponsorships, layout of floorplan, design of booth, sign hanging, show logistics and overall show rules. Samantha Riemer, Associate Director/Exhibit Coordinator at: (703) or Samantha can assist you with questions regarding payment and invoicing, where things are located, how to register for staff badges, Ebooth password, Exhibitor Appointed Contractor (EAC) forms and your company listings. Other Helpful Online Resources If you are new to exhibiting or have some questions about exhibiting in general, feel free to contact Debbie or you can also check out some online resources that offer general information to exhibitors: EXHIBITOR magazine is a great resource for exhibitors and their web site, also has many saved articles that can provide information on a variety of topics like budgeting, booth design, measuring ROI, logistics information, tips for staff in the booth, Tradeshow 101, etc. excellent advice and a glossary of terms. Please visit the resources section at For more general information about the business of exhibiting, how to measure results, etc., visit the Exhibit Surveys web site: There is a lot of data here to help justify participation in trade shows and how to get the most out of them. One important tool that all exhibitors should consider helps you to measure your Return On Investment (ROI) for the shows at which you exhibit. Visit for an example of how to calculate ROI for your trade shows and events. 5

7 On-Site Floor Managers There will be Floor Managers who are assigned to assist exhibitors inside the exhibit hall. Please consider them as a resource on-site. You will recognize Mitch Coffey and Todd Weaver in NTSA marked apparel. Housing and Registration An important early step to prepare for the show is to book hotel rooms for the staff that are going to work at the show. Some exhibitors also book hotel rooms for their customers. All your housing needs can be handled by Travel Planners, provided you plan early for best availability. Housing is managed for I/ITSEC by a company called Travel Planners. You can book I/ITSEC Show Rates via the website or contact the dedicated staff for Travel Planners at: (800) or (212) Housing for I/ITSEC has been open since March, so the earlier you book your rooms, the better the selection of hotels as rooms fill up quickly in the months prior to the show. Customer Registration Registration of your staff and customers is another important advance step to finalizing your plans for I/ITSEC. While registration does not need to begin as early as housing, it is still important to register your staff by November 13, so badges will be available for pick up once on-site. Registration is managed for I/ITSEC by RHQ. Attendee registration can be found at ; whereas exhibitor registration is processed directly with the Booth Coordinator under a specialized URL for each exhibitor booth. Questions for attendee registration should be forwarded to Barbara McDaniel at bmcdaniel@ndia.org and exhibitor registration questions should be directed to Debbie Langelier at dlangelier@ndia.org. 6

8 SHOW PROMOTION I/ITSEC offers exhibitors many different options to promote their presence at the event to attendees. For a complete overview, please see Association Forms in and key promotional vehicles will be highlighted here. What you need to do right now is plan out your schedule for promotions between now and December. There is a marketing deadline form included in the Service Manual, with contacts listed to assist you. The most important thing you can do is take advantage of all the free promotional opportunities that are on any of them. Free Promotions You can promote the show with an electronic show logo which can be received by contacting Samantha Riemer sriemer@ndia.org Complete your 100 word Ebooth profile for continued ongoing promotion from the time you sign up for your exhibit space, under your profile you can also load Press Releases of your current product or company happenings. The exhibits website is where all attendees will plan their visits before they arrive onsite at I/ITSEC All exhibitor profiles will also be linked from data entered on the website to the Mobile opportunities! Receive VIP Passes to invite your customers to I/ITSEC at no charge. unique Customer Priority Code and send the code and URL to your customers. Provide the News Room on-site with copies of your press kits or news releases. The News Room is in Room 210E of OCCC South drop off your kits no later than Noon on Monday, 30 November, so registered press can read your materials while they are visiting this room; 100 copies are sufficient. 7

9 Hold a press function at the show: please read the regulations carefully, for where and when you can hold events. If you do plan an event, I/ITSEC will add it to its Show Daily Calendar of Events for free, provided you send us the details John Williams, Media Coordinator for assistance jwilliams@ndia.org. If you are interested in having someone from your company speak in front of attendees, you can sponsor an Innovation Showcase Presentation. These are held inside the exhibit hall and can provide an class room like atmosphere to present your product information. Contact Samantha Riemer for complete details, sriemer@ndia.org Do a mailing to past show attendees ; Current year Pre-registered mailing lists will not be made available until post show for record auditing purposes, contact Samantha Riemer to request the 2014 mailing lists, sriemer@ndia.org Additional Promotions The interactive floor plan and I/ITSEC 2015 Mobile Planner are part of the show web site and functions as a resource for attendees to learn about the various exhibitors, their products, download sessions to attend, and plan their visit to the show by preparing a customized floor plan of booths and sessions. Show attendees will be visiting this online show preparation site between now and December, so it can give you a strong show presence. Contact Debbie Langelier to discuss upgrading your Ebooth profile with videos, product photos and show special options. Advertise in any of the official publications: National Defense Exhibitor Guide and Show Daily advertising opportunities are all offered to exhibitors. Visit and Marketing Opportunities Sponsorships at the convention center raise your level of visibility at the event by doing an approved promotion outside your booth space. There are multiple options to get your logo in front of thousands of attendees. For more information, please visit 8

10 Prohibited Promotions Many of you will be asked by staff at your companies to consider doing something that is not permitted during the show; it is best to first check with Show Management to avoid time and money wasted if your activities are shut down on-site. There is no promotion allowed outside your booth space unless you have purchased an official sponsorship. This means that you cannot have someone walk around and hand out your brochures on the show floor or anywhere else in the building. All of your materials including posters and signs should fit inside your booth. Do not blast music or promotion from speakers facing into the aisles. It is acceptable to have entertainment or a crowd-gathering event in your booth, but noise levels must not disturb neighboring booths. All booth visitors must fit inside your booth and not crowd the aisles. No trucks with ads or promotions may be parked around the building or allowed to circle the entrance. Traffic security is very tight at OCCC and violators will be ticketed and removed. Trade shows are amazing opportunities for promotion, especially if exhibitors look beyond the four days in their booth and realize that they can promote in advance, after the show, and augment their presence during the event. If you have an idea that is not listed, contact Debbie Langelier, Director of Exhibits & Sponsorships to discuss your options. 9

11 LOGISTICS There are many details about Show Logistics that are important to exhibitors, but the goal of this section is to highlight the ones that are different as compared to other shows or other cities. Planning Your Booth A good place to start with planning your booth is to decide what will be in it. input on which machines, brochures, colors, etc. should be used.. They should provide already have a booth designed, this would be your next step. After finalizing all the components that will go into your booth, think about how to pack it up and ship it to either the warehouse or the show site. Remember, you have to think about all of these things many months in advance, before you actually pack up and ship to the show so you are prepared. As you design your booth, please be sure to review Exhibitor Manual: Rules and regulations. These rules will provide you or your exhibit design company with information on how high your booth may be built, if and where you may hang a sign, and other very important restrictions or guidelines. If you have ANY questions, please contact Debbie Langelier before finalizing any designs at dlangelier@ndia.org. For most island booths, exhibitors will be asked whether they are planning to hang signs, as all designs for hanging signs must be approved by Show Management. Plan your booth early, as hanging sign design submissions are required by 2 October. Ordering Services Other things that you need to think about many weeks in advance are what items to order for your booth in addition to the items you are bringing The Exhibitor Manual can help you check costs and make plans for things like carpet, padding, furniture, signs, booth construction, audio-visual, computers, security, electricity, internet access, etc. All of these items can be rented from the Official Contractors to the show and labor can be hired through the General Services Contractor (Brede). 10

12 Alternately, you may wish to hire a company to do all this work for you. The - setup your booth for you, order products and services for you, and even pay the bills on your behalf. You must complete the paperwork in the Exhibitor Manual if you are using an Certificate of Insurance (original or copy) sh compensation coverage. Please read the suggestions and requirements in the Exhibitor Manual. Shipping and Move-in When you have decided how you will ship your items, you need to decide when and where: you can ship either in advance to the warehouse or directly to the show site.. Material Brede provides to receive your freight from the shipper, bring it to your booth (either from the warehouse or from the convention center dock), remove your empty crates after you have unpacked, bring back your empty crates after the show ends, and then bring your packed crates back out to the dock when your shipper is ready to load the truck with your freight. The material handling fee is charged for every 100 pounds (or cwt) and there is a minimum charge of 200 lbs. Please see the Material Handling portion of your Exhibitor Manual for more detail about types of shipments and corresponding prices. Due to the large size of the show, show move-in is tightly controlled and can be confusing, especially for first-time exhibitors. In the Exhibitor Manual and online, please review the move in schedule based on booth size for your move in time. Occasionally it is possible to change your move-in time if you require more time to set up machines, or less time for a simple booth. As the plan is based on moving freight easily through the aisles, your request will be considered from that standpoint. Please contact Brede in writing with your request: Customer Service: Srhodes@bredeallied.com. If you ship to the warehouse, Brede will bring your freight to show site at the appropriate time for you to begin move-in according to the schedule. If you ship directly to show site, you must supply your shipper with the schedule, directions 11

13 to, and instructions about the Marshalling Yard this is the place the trucks wait until their number is called to drive to the unloading area. Please see the Material Handling section of the Exhibitor Manual for all information about the Marshalling Yard. Delivering Your Own Freight Please review the SELF UNLOAD rules in the Service Manual for complete rules and regulations about self-unloading. The vehicle used for delivery must be a vehicle of a type that a family or small business might typically operate for transportation or light hauling including automobiles, pick-up trucks, mini-vans, full-size vans, and sport utility vehicles. This does not include multiple axle vehicles rental company like U-Haul is not permitted.. A truck from a A few more rules for delivering your own freight: exhibitors are prohibited from using forklifts, pallet jacks, scooters, condors, scissors lifts, motorized dollies, or any other motorized or hydraulic equipment. Only exhibitor staff is allowed to unload and move freight to the booth. Exhibitor or exhibitor employees are defined as any person who has been employed by the exhibitor as a full-time to provide proof of full-time employment status if requested. Be prepared There is no fee to use either area as long as you are within the regulations of Self Unload. Brede employees should not be given tips. If you are solicited for a tip, please contact Show Management with as much information as you are able to provide. There will be a move out bulletin delivered to your booth onsite, please read all directions carefully to follow proper self-load procedures. Labor As mentioned previously, you may need to hire labor to handle certain aspects of your booth or machine set up. Most of the labor you need will be hired through the General Contractor, Brede. You may also require electrical services from the building, OCCC, and will need to hire labor from them. Smart City provides telecom and internet services and 12

14 labor is typically included in the cost, unless you have to move lines or have a complex project. Brede is the Official Electrical Service Contractor in Please find all their information, pricing, and order forms in the Exhibitor Manual. The main complaint exhibitors have is that their electricity is not set up when they arrive. In many instances, we hear this is because the orders arrived late and/or were not clear. Be sure to send your orders early and include a floor plan that also shows where neighboring booths are, so the electricians know exactly where to place the outlets. Also clarify if you want the electrical cords to be set under or over your carpet. If any service provider leaves you a message prior to the show, be sure to call them back they probably have a question about your order and the information you provide could save you time on-site. OCCC is also the Plumbing, Air, Water, and Gas Service contractor for Their order forms are online and all the same advice above applies. There are many things about show logistics that may be pertinent to your set up or display that have not been mentioned here. If you have questions or need clarification, please review the Exhibitor Manual and then contact Debbie Langelier dlangelier@ndia.org or Samantha Riemer sriemer@ndia.org Official Show Service Contractors In order to make your show experience more productive and cost effective, NTSA This designation means that NTSA has gathered proposals, researched I/ITSEC. backgrounds, and negotiated prices and service levels. You may receive calls and mail from other service providers who claim to offer cheaper prices and quicker service, or others who identify themselves as I/ITSEC official vendors, when in fact they are not. Please read your Exhibitor Manual for a listing of service providers approved by Show Management. 13

15 ON-SITE IN ORLANDO You have made all your plans, traveled to Orlando, and are eagerly awaiting the first show day; but you know that a lot will have to happen in just a few days to make sure you are ready on time when the hall opens at 2:00pm on November 30. This section will give you some advice to help your move-in and show days go smoothly as well as offer what to do if you encounter any problems. If at all possible, try to arrive a little early. This might mean the night before your shipment is scheduled to arrive or getting there around the same time. always control exactly when your shipment will be delivered to your booth. If you have shipped to the warehouse your shipment may have been delivered a few days prior to your targeted move-in date and will be waiting for you. If you are shipping to the show site, your shipper will have to wait in the Marshalling Yard for his turn to deliver at the loading dock. You may have to spend a lot of time waiting, but it could well be worth it to be on the scene if someone has a question. Locate Your Shipment and Check Your Orders/Services When you arrive to the exhibit hall, check out your booth space first. See if anything has already arrived. Be sure to have records with you of how many pieces you shipped. If your shipment is not there, check in with Brede at the Exhibitor Service Center. It is located in the rear of the hall. Brede will have information on your shipment if your driver has checked in or if you shipped to the warehouse, and may be able to give you an estimated time when your shipment will arrive in your booth. If your driver has not checked in and should have already, contact your shipper and find out where things are. If you lose time with delivery, it could delay your set-up. While waiting on your shipment, check in at the service desk with any other vendors you have ordered services from, especially utilities and labor. If you sent in diagrams and orders for internet, telephone, or plumbing in advance, find out when they will be installing the lines. In most cases, you do not want to lay down your carpet or set your booth before this happens. Check on your electrical, carpet and also your labor with Brede 14 they are waiting on you to let them know you are ready to start work. You can check on any furniture, computer, A/V, or

16 floral orders, but realize that they will not deliver until the show floor is further Safety and Security Working a trade show can be extremely stressful because you are focusing on so many things at the show plus work back at the office and managing personal -up. obligations. Every year, exhibitors leave their wallets and cell phones in cabs, in bathrooms, or experience theft on the show floor. Think about how you will keep track of your personal belongings and label your phones and laptops along with backing up all your data. In the event of a theft or any security concerns, please visit the Show Security Office which is located in Room 220G next to main registration the show floor. Or, ask any guard for directions. Call with any security-related questions or concerns a security manager can also come to your stand if you are unable to leave. Please contact show security if anything is lost, stolen, or damaged at OCCC as show security will coordinate with OCCC security. Security Tips Do not mark your shipping boxes with the items inside and do not use Carry VCRs, DVD players, or laptop computers with you or store them in a locked cabinet. Do not leave electronic equipment on tables, shelves, or in other areas without securing it during non-event hours. Utilize overnight security storage for small items. If your booth contains a lot of valuables which are difficult to secure or time- consuming to setup or teardown on a daily basis, it is recommended that you hire your own security guard overnight. The expense will be justified should you lose one item. Do not leave your booth unattended during event hours. Do not leave purses, prototype product or briefcases on tables, under tables, near the entrance of the booth or in an unattended blind spot. This is the first place that any perpetrator will be targeting. Do not leave your booth unattended immediately after event closing or move- out begins. This is one of the premium times during which theft occurs. Stay with your booth until you pack it or the official decorator brings your empties and packs it.. 15

17 Safety and Health Tips Despite the many things you need to focus on during a trade show, do not neglect your health. Continue to take any medications you are taking, drink water regularly, rest your feet, and if you feel ill, please visit First Aid in room S230A. They can assess your situation privately and help you determine if a hospital visit is required. In case of an emergency, please call (407) , or find a house phone and dial Do NOT call 911 since the building needs to provide emergency personnel with the exact location of the emergency. First responders will come to the booth or find you wherever you are if you are with someone who is ill. In addition to being aware of your surroundings in the exhibit hall, especially during move-in when there are forklifts moving through the hall and debris on the show floor, be sure to also be cautious in the city. Let people know where you are and where you are going and try not to walk at night by yourself. Taxis can be found or called and there are many building personnel who can assist you to call a cab if it is dark. Potential Problems and How to Solve/Avoid Them Always bring copies of your orders with you. Assuming you have completed all the necessary forms and your shipment has arrived in good shape and on time, you should be on track for a smooth move in. However, if you have problems, there are a few things you need to do. Please read through all these scenarios to better help you prepare to deal with a problem if one arises on-site: If your shipment is damaged when it arrives in your booth: Notify your shipper and Brede immediately; both parties will want to take pictures and investigate the situation. If you saw someone damaging your crates or freight, try realize it is very hard to prove exactly who was driving which forklift and whether. If just the crates are damaged, Brede sometimes has wood workers available to fix them. If your property is damaged, contact your insurance company as well and look into shipping another. Always have a Plan B in mind prior to the show. 16

18 If one of the providers at the Exhibitor Services Area does not have your order: If you did not bring copies of your orders, see if someone from your office can send them to you. If no records can be found, you may have to pay on-site prices until you can find the paperwork that shows you ordered in advance. To avoid this issue, receive confirmations from the vendors. If you are having some type of trouble with the labor: First, go to the vendor and discuss your issue, making sure you have the name of the person you had trouble with and are clear on which union they work for go to Brede for carpenters or decorators, go to OCCC for riggers and electrical labor. In addition, be sure to go to the Floor Manager. Floor managers have access to a labor relations manager within the show organizers and can get that person involved as well. Finally, if your issue is not resolved and you would like to discuss it further with Show Management, go to the on-site Show Office, Room 220A. If something is stolen from your booth: Go to the Security Office in room 220G immediately to report the theft. The guards at the doors and entrances will be alerted and something large can possibly be caught before it leaves the hall. Show Security will also notify OCCC Security and Show Management. Smaller items should not be left in the booth if they are of any value. Purses, laptops, giveaways, and even food are stolen most often, and in a very short space of time. Do not leave valuable items unattended for even a second. If you get a note from the Fire Marshal that something is wrong in your booth: The Fire Marshal inspects the entire hall a few times during move-in. OCCC is very fire-conscious and no empty containers are allowed to be stored behind the back walls of your booth. You will need to get EMPTY stickers from Brede so that the labor will remove your boxes or crates and they will then be returned during move-out. Also, be sure you are not blocking access to an equipment box on a column, or covering a strobe light or fire safety sign. If you do any of this, the Fire Marshal will ask you to move items in your booth which may be difficult if you have put a large display in front of a fire panel door. never be in a traffic accident; you c. But if you have insurance, copies of your paperwork, and know who can help you with a problem, you can get on track and still have a great show. 17

19 Track Your Leads Once your booth is up and ready to go, you can focus on the great opportunities to meet prospective clients and make sales. track the leads that come in. Some exhibitors collect business cards and just write notes on the backs. Another option is to rent a lead retrieval unit (see the Exhibitor Manual), and have your leads transfer directly to a file or to your computer. This will save someone the work of entering all the data on the business cards and means you can follow up by mail or faster after the event. drop off your press kits and news releases at the Media Room in Room 210E. Other Exhibiting Tips You can find additional information and tips on exhibiting at: and other web sites. Google search keywords. There are great resources out there that give exhibitors training on how to exhibit, so we are not going to go into great detail here. Along with your pre- show promotional campaign, your on-site presence should be inviting and interesting for attendees. The most successful exhibitors we have seen do the following: smile and greet people as they walk past; stand and look ready to talk to them no sitting, eating, talking on your cell phone or chatting with other staff; have a give-away that will draw people in, but not one that people will just grab and go; and have a display that clearly explains who you are and what you do while at the same time being visually exciting. Sounds easy, but it can be very difficult to draw people into your booth. Your Booth Staff just leave whenever because they are thirsty or hungry. Tip: schedule shorter shifts in the booth as you get closer to the end of the show. Tired staff are not as welcoming to attendees. There are several places to eat on-site during the show: the food pods and concession stands on the show floor and main lobby offer a mix of drinks, sandwiches, salads, and snacks. You can also order food directly into the booth for staff by contact Centerplate Catering. Be sure your staff has the fuel to survive 4 days on their feet! Look to the Future As with all planning work, it is important to always be thinking about the future. While you are on- 18

20 next year. Is the booth big enough? Do you like the location? Would it make sense to have your booth near a partner if you are each sending prospects to the The I/ITSEC team can be found in Room 220A to discuss your future booth selection time schedule. Once your booth is up and running and you have a plans for I/ITSEC Move-out Finally, it is 3:00 pm on Thursday December 3, and the show is over. You may be tempted to pack up early, but please note that this is not allowed. Book your. Everyone is moving quickly during moveout, but it still takes time. At 3:00 pm, the aisle carpet will be removed first. This whole process can take an hour or more. Then, your empty boxes will be returned. There is no specific order on the returns, other than the people right near the loading dock doors get their boxes first. It could take 4-6 hours to get your boxes and crates back, so please be prepared to wait. If you are removing items from the show floor yourself, please be sure to complete a Property Removal Pass you can get these prior to show close from the security guards at the main entrance to help expedite your departure. Items are most often stolen during this busy time at the end of the show and trying to rush away quickly can make this situation worse. If at all possible, plan to leave the next day, or after your shipper picks up. When the show breaks, secure your items in your booth, grab a drink and a snack, and settle in to wait for your crates while packing up your smaller items and graphics. When your booth is all packed up and you have labeled all your pieces, pick up a Bill of Lading from the Brede service desk and complete it. You then bring back the Bill of Lading to Brede this tells them that your shipment is ready for pickup and they will then hold your paperwork until your shipper arrives. We recommend that you stay with your packed booth until the forklifts come to remove the crates and boxes from your space and take them to the truck. This can take a while, especially if your shipper comes late, but it can give you the peace of mind in knowing that at least your shipment got out of the convention center safely. 19

21 phone so you can text each other status updates or work with a 24-hour service desk at your shipping company to stay in touch. Please note that move-out is not targeted. Freight will be moved out as trucks check-in to pick up freight after Bills of Lading are submitted to Brede. All freight must be off the show floor by Friday t, so be sure to have your trucks check in on Friday according to the force freight time that will be confirmed in the exhibitor move out bulletin dropped to your booth during the show. Working a trade show booth can be one of the most exciting and stressful times of the year for an exhibitor, whether you do one show or 20 shows per year. Be healthy: drink lots of water, get as much sleep as you can, wear comfortable shoes, and have fun. Stay organized and watch out for your personal belongings. If possible, take a little time to visit something in the city that interests you. If you have to be away from home for more than a week, you might as well try to enjoy it! 20

22 AFTER THE SHOW Follow-up on Leads and Logistics Even before the show ends you should be planning for post-show follow-up on leads and evaluating your show experience. Determine a procedure for reviewing lead data and processing with your existing systems. Have a mailer or prepared before you go to Orlando so when you return, you can contact your leads within one week of returning, and not have to delay multiple weeks while finalizing your message. Exhibitors with the most successful sales directly resulting from a show have a strong plan in place to respond to the people they met during the show. Also think about customizing your message to the different types of leads it does not make sense to send the same message to someone who is close to buying a product as you would to someone who learned about your company for the first time during the show and is not as close to purchasing your product. Attendees who had their badges scanned at your booth want to hear With respect to logistics, be sure to track your shipment and make sure it gets back to your offices or storage facility safely. If you have any problems or insurance issues to deal with after the event, be sure to start that process right away. Most of the services you purchased on-site were paid by credit card so be sure to check your credit card statements for those balances and contact the vendors directly about any discrepancies. If you had any issues you want to talk to show management about, be sure to contact us right away. Unfortunately, we sometimes hear about issues months or a year later when it is too late to do anything. Please contact us on-site or right after an event to discuss any problems that occurred. We are here to help you have a good show. Goals and Feedback Additionally, you will want to measure the success of the show for your company. Each company has different goals for their presence at a trade show. Be sure to set those goals prior to the event and then carefully evaluate whether your efforts achieved these goals. Some companies set goals in terms of visitors or qualified leads to the booth. Others track how many people visited a specific 21

23 demo or product within their booth. Some companies focus on exact sales figures, but it is generally accepted that some sales require a certain amount of time before completion and have a longer. measure that cycle and determine which sales down the road can be attributed back to contacts made at I/ITSEC 2015 EXPO. There are various lead management software systems or ROI measurement tools that will help you choose a system that works best for your company. Visit for an example of how to calculate ROI for this event and all your events. Finally, be sure to get feedback from your colleagues and partners about your presence at the show and suggested improvements for the future. Keep all your. Start thinking about your I/ITSEC 2015 booth and how to do things differently to improve your presence and get even better results. You may not know exactly which products will be displayed in your booth next year, but you can certainly think about which sales and promotion techniques worked and how to implement them in the future. In closing, please know that NTSA Show Management is here to make your experience at I/ITSEC a very successful one for both you and your company. We will send you a survey after the show, please be sure to complete it so we can continually improve our show. Thank you very much for choosing to exhibit with us. Please contact us with any questions about exhibiting or your experience at the show. We look forward to hearing from you and meeting you in Orlando in December. 22

24 FUTURE DATES: I/ITSEC 2016 November 28 December 02, 2016 OCCC, Orlando, FL I/ITSEC 2017 November 27 December 01, 2017 OCCC, Orlando, FL 23