Logistics of exhibiting

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1 2/6 Logistics of exhibiting Your nuts-and-bolts guide to exhibition success

2 One of the most important resources you ll need leading up to the show is your exhibitor manual, which can be found in the Exhibitor Zone via the show website. It identifies build-up and break-down times, official contractor details, and more. You ll be ed your own login details as soon as the Exhibitor Zone goes live. Or if you book when the Exhibitor Zone is already live, you ll receive your login details you ll receive your login details shortly after sending us your contract. sending us your contract. This guide is designed to help make sure that every important operational action is taken at the right time, so that you re free to focus on the key aspect of exhibiting using the show as a catalyst to develop stronger relationships with customers and to start engaging with prospects. Watch the video: How to Use Your Exhibitor Manual to Ensure Your Experience is a Smooth One PAGE / 02

3 CHOOSE YOUR STAND Set your objectives It s important to get a firm idea of what you re hoping to achieve from your exhibition early on so you have a clear idea of your requirements; e.g. whether you need a shell scheme or space-only stand, how many electrical ports you ll need, etc. PAGE / 03 You can then put all efforts towards achieving your objectives leading up to the show. It s fine to have more than one objective but make sure that you concentrate on what really matters, and don t overstretch your team by trying to achieve too much. Shell Scheme: Gives you more time to organise other aspects of your exhibition, as we take care of your stand s structure for you. We ll provide the carpet, walls and a fascia board, and you ll just need to add the finishing touches. Our highly experienced official contractor whose contact details can be found on the Contractors page of your exhibitor manual will be more than happy to give you a range of solutions to enhance your shell scheme. Space only: Show your brand s personality by designing a truly unique stand. You ll have full access to our contractor, who ll assign a project manager from their Design & Build team to build a bespoke stand solution that s in line with your objectives and a true reflection of your brand. Alternatively, you re welcome to source your own supplier. PLEASE REFER TO THE STAND DESIGN GUIDE FOR IDEAS, AND FEEL FREE TO GET IN TOUCH WITH US FOR MORE INSPIRATION.

4 TELL US ABOUT YOUR STAND PLANS Please refer to your exhibitor manual for order forms, and tick everything off the checklist in the Exhibitor Zone that s relevant to you. There are four forms that are essential for all exhibitors: Health & Safety, Badges, Vehicle ID Pass and Shell Scheme/Space Only. Additional forms could be required depending on your specific needs. Shell scheme: Fill out the form to confirm your specific requirements for your stand e.g. the name to be placed on your stand s fascia board and return it to the contractor. Space only: Send your stand plans off for approval by our official partners, Essential Events. Their contact details can be found on the Contractors page of your exhibitor manual. Furniture: You re welcome to bring any of your own furniture to your stand. However, it can be easier to hire furniture from our contractor. By hiring early, you ll have a greater choice of items and more opportunities to save money. Electrics: Once you ve decided what you need, our contractor will ensure that your electrics comply with regulations. It s important to think about your requirements in advance to take advantage of the early-bird discounts available to you and avoid any late-entry penalties. PAGE / 04

5 Sound and Vision: AV equipment is an exciting, visual way to attract visitors to your stand and to show them what your brand is about. IT Equipment & Internet: Most of our venues provide free public Wi-Fi, which can be shared by everyone at the exhibition. If you need a faster, more reliable service, you can order a hard-wire connection through our contractors, which can be found on the Contractors page of your manual. Waste, Water and Other Services: Depending on your needs and products, you may benefit from connecting utilities to your stand. Most needs can be met given enough notice and detailed plans, so it s important that you let the contractors know as soon as you have identified what you need. Health and Safety: It s vital that you complete your health & safety form in your exhibitor manual and carry out a risk assessment. If you are unsure what to consider when carrying out a risk assessment, please refer to the guides available in the exhibitor manual. If still in doubt, contact us at: Transport & Logistics: Whether you need transport, lifting services, onsite storage, couriers, customs clearance, or overseas forwarding, make sure you book in good time. Download, print and use a Vehicle ID Pass found in your exhibitor manual, under Forms for any vehicle that needs to be unloaded near to your stand. Your Exhibitor Badges: Every member of staff working on your stand requires an exhibitor badge register online for badges via the Forms section of the manual. They should be worn at all times so your visitors can readily identify you and your team. PAGE / 05

6 Data Capture Pen: This powerful online tool makes it easy for you to capture visitor data in real time, and delivers your leads to you in a simple form that you can immediately use to follow up. > Collect leads by scanning badges of your prospects using your barcode scanner or the app on your phone. > Receive real-time data to enable immediate follow up. > Plan, monitor and measure performance with powerful tracking tools. Accommodation: You ll have access to plenty of networking opportunities that take place at the end of the day for example, the exhibitors networking party so choose accommodation close to the venue so that you don t have to leave conversations early to travel back to your hotel. Nearby accommodation gets snapped up quickly, so book early. Our accommodation agency (which, as usual, can be found on the Contractors page of your manual) can offer increased availability at discounted rates. PAGE / 06 On-Site Security and Cleaning: We take the security of our exhibitors and their stands very seriously. However, if you want extra peace of mind, we recommend you take additional security measures; e.g. ordering a night sheet and locking away valuables. You can order night sheets and lockable furniture via the forms in the exhibitor manual. We also take pride in keeping your stand and the surrounding halls looking their very best each day, so your stand and the gangways are professionally cleaned every evening. Catering: Attract visitors by incorporating catering and hospitality services on your stand.

7 BUILD UP AND BREAK DOWN Your exhibitor manual will have everything you need to know, including build-up and break-down timetables. If you ve any last-minute queries, you can ask us in the onsite Organisers Office. Watch the video: Top Tips for Exhibitors what to do after the event PAGE / 07 Follow Up A prompt follow-up can gain high response rates, which leads to higher conversions from your leads. As soon as possible after the show, follow up and put together a post-event analysis to see where you were successful, and what you could improve on next time. SEE THE ACHIEVING SALES FROM YOUR STAND GUIDE FOR IN-DEPTH INFORMATION

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