Exhibitor Guidelines

Setup Info | Treasure Hunt | Checklist | Ideas/Links

All paid exhibitors will receive, by email, details on the setup and operation of their booths two weeks prior to the event. The information on this site may, however, may help you do some advance planning.

Setup Information

Exhibiting at Connect is simple. Everything is included, a draped table, two chairs, a color logo banner, and electricity. Booths are strategically placed along walls in a central area.

Many companies set up backdrops the night before, and bring their demo equipment in the morning (We are not responsible for lost or stolen equipment). At most facilities, setup begins as early as 4:00 PM the afternoon before the event.

You can expect some traffic in the exhibit area all day, but it will dwindle in the middle of each hour. Many attendees visit the booths during the remainder of their lunch hour (the lunch buffet is open for two hours from 12:00 noon till 2:00 PM). The traffic at the end of the day just before and during the prize drawing can also be heavy as people rush to get their treasure maps stamped.

At some events, where the exhibits are in a pre-function or atrium area near the ballroom, a healthy crowd will drop by during registration, beginning as early as 7:30 AM.

Treasure Hunt

At each Connect event, exhibitors and presenters contribute a mountain of prizes for the afternoon drawing, two gifts each, often totaling over $20,000. To be eligible for the prize drawing, attendees must have their "treasure maps" stamped by the exhibitors, which is a great opportunity for you to interact with the attendees.

The prize list will be published in advance and the treasure map itself is included in the attendee materials. Exhibitors are asked to submit two prizes, typically from $200 - $500 in retail value.

Presenter Checklist

The following items should be completed prior to the event date.

Logo: We need as many as three version of your logo:

(1) We need a color GIF or JPG logo for our website, which will be maintained after the event as an online directory of participants and will link to your website. Usually, we can just grab your logo off your website.

(2) We need a hi-res B&W image (JPG) or a vector drawing that will print well (about 1.5” wide) in the agenda.

(3) We need a hi-res Color image (JPG) or a vector drawing that we can blow-up for the custom color banner we create for your booth.

Please e-mail logos (at latest) 3 weeks prior to event date. The sooner we receive them, the sooner we can post your logo on our site. We use Word to create the agenda and Corel Draw to create the banners. If you have any question about whether we will be able to read your format, try to include it inside a Microsoft Word file.

Badges: Staff badges will not be printed on-site and must be submitted ahead of time. If you have a last-minute change in staffing, use a business card in the badge holder. Each exhibitor is given two lunch passes. While there is no limit on the number of staff you may bring to the event, additional lunch passes must be purchased at an additional charge. Please submit your staff names, titles, e-mail and fax# to the event manager no later than one week before the event date.

Fish Bowl Prizes: Some exhibitors also have fish bowls for additional prizes for people who stop by their booths. We will be happy to conduct those drawings for you at the end of the day if you wish.

Food for Booth: Many exhibitors have some kind of food at their booths, especially during the prize drawing (which will be held in the exhibit area). The hotel will roll out a no-host bar at that time. Call the hotel to arrange trays of food (cheese, fruit, cookies, veggies) to be delivered to your booth after the last briefing has started.

Power & Phone: A single power outlet is provided to the back of each booth area. Please bring your own power strips and extension cords. If you need a phone line at your booth, please contact the hotel to arrange. You will need to bring your own phone cords.

Hands-On Exhibits: The most successful booths are those that allow the attendee to interact with your technology. Let them touch something, play with something, etc.

Ideas/Links for Exhibitors

The following ideas and resource links may help you prepare for your exhibit opportunity:

	Read How To Work a Room, a brief summary of ideas from Donn Davis’ book, “Survival Skills for the Modern Man.”
	Read Event Planning Strategies a document prepared especially for event participants by a Chamber of Commerce executive.
	Visit the Trade Show Exhibitor Association site to find out about “Trade Show Ideas” magazine
	Visit the Trade Show Advisor site for a list of Do’s and Don’ts on the trade show floor (and other tips).
	Exhbitornet.com has hundreds of tips in numerous categories for the trade show warrior.