Best Practices for a Great Event Experience
Contents
1. e Show Floor Activities There will be a Best Booth Competition in 2011 A panel of judges will be on the show floor evaluating exhibitors in the following categories e Best Overall Booth e Best Product Demonstration e Most Helpful amp Knowledgeable Staff FREEMAN Frequently Asked Questions Pre Registered Attendee List Policy IHI does not make its Forum pre registered attendance list available in advance of or during the Forum We are on track to reach our projected attendance of 5 500 Media List Policy IHI does not make its Forum media attendance list available in advance of or during the Forum This applies to information from past Forums as well Exhibitors are invited to leave any breaking news or media alerts in the Press Room Lounge that we have set aside at the conference site Post Show List The post show list will be available in either PDF format or through IHI s bonded mail house FREEMAN Frequently Asked Questions 2012 Booth Space Selection Watch for special incentives to book your 2012 booth and sponsorships early Beware of Unofficial Suppliers There are companies contacting our exhibitors and misrepresenting themselves as official suppliers For the security of your company please place your orders directly through the following e Our official providers those with forms in our exhibitor service kit or e Vendors with whom your company is familiar e IHI does NOT endorse any ex2. 888 508 5054 FREEMAN Show Orders amp Services Order by Fax and mail e Once you access the Exhibitor Service Manual from Freeman you can print out the required pages e Fax to 469 621 5605 e Or Print out the required forms and mail to Freeman 2200 Consulate Dr Orlando FL 3283 7 Order On site e If you miss the deadlines you may still order your services on site however the selection may be restricted and services more costly You may also experience delays in receiving your items Tips e Review Exhibitor Service Manual for all relevant show information e Order pre show amp take advantage of discounts and deadlines e Keep a copy of your orders amp bring them to show site with you FREEMAN Material Handling Services Material Handling on site is not associated with your shipping charges e Material handling includes unloading your exhibit material storing up to 30 days in advance at the warehouse address delivering to the booth the handling of empty containers to and from Storage and removing of material from the booth for reloading onto outbound carriers It Should not be confused with the cost to transport your exhibit material to and from the event e Any shipment sent to the Advance Warehouse or Direct to show site is assessed a Material Handling Fee This fee is based on the total weight of your shipment and how your carrier delivers your shipment Material Handling Tips e Group your shipments toge
3. 0 FREEMAN FREEMAN Show Rules e HI reserves the right to modify the floor plan to meet the requirements of the facility and to accommodate all Exhibitors e Exhibitors with an outstanding balance due to IHI will NOT be allowed to set up their Space e Exhibitors may not share sell assign or sublease any portion of its space without IHI S consent e An exhibitor s activities must be confined within the assigned space FREEMAN Show Rules e There are height restrictions at National Forum The maximum height in a linear booth is four 4 feet in the low zone and eight 8 feet in the high zone e Island booths are subject to IAEE guidelines regarding booth height e Booth set up must adhere to the move in schedule published in the service manual e If your company is a no show this does not relieve an exhibitor from any financial or other obligations to Show Management or our supplier partners FREEMAN Show Rules If a surface is visible to attendees it should be finished or decorated All signage should be professionally lettered and in keeping with the professional atmosphere of the show Audio visual equipment and presentations are permitted as long as they do not interfere with the activities of neighboring Exhibitors or National Forum functions Booths must remain intact until attendees have left the Exhibit Hall following the official closing time Exhibitors should be on hand to superv
4. ation Booth Personnel Color Design Giveaways Samples Literature ce The International Center for Exhibitor and Event Marketing 201 1 FREEMAN Product Interest Company Awareness Make events part of integrated year round marketing Consistent messaging Consistent look amp feel Clear branding FREEMAN Integrate Your Message in One Comprehensive Campaign e Generate excitement in your live presence e Learn about who is e Follow up with leads and targets to e Utilize knowledge to maximize personal engagement e Gain more information strengthen relationship going to attend e Repurpose content 2011 Freeman All rights Reserved Proprietary amp Confidential F R E E M A N Exhibitors Promote Their Event Participation to Enhance Their Event Experience 44 send pre show emails to their own list 27 send direct mail to their postal list XS 91 promote their exhibiting activities events on their F company s website c 42 promote their trade show activities on their social CES media pages FREEMAN e Champion Exposition Services Exhibitor Trends Survey June 2010 cal Companies n 115 Pre Show Marketing Promote to customers and prospects Email postcards Web site Social media Salesperson appointments FREEMAN Pre Show Marketing INSTITUTE FOR IMPROVEMENT Look for us at IHI Be the first to see our new product Get yo
5. ations The booths with crowds are the ones with plasmas FREEMAN or hands on training Provide education FREEMAN Product Demonstrations Present technical data Give access to technical experts see touch feel Proof points FREEMAN New Technology showcase your programs on the latest technology Utilize new systems to create interactive programs Help attendees download your apps FREEMAN Games Engage Teach Demonstrate Involve Keep the content relevant to the condition and treatment FREEMAN Games and draw a crowd FREEMAN stage Theater Presentations In your booth or In Organized Product Theater Keep them Lively short Highly informative Facts not sales FREEMAN Vt DORIN Galvanic r N Pr s Wrinkle Iro new C introduces A Product Demonstrations sts leratt r aoaaa N Curiosity Exclusivity Involvement FREEMAN Engagement Walk through demonstration Attendee participation Immersive Memorable FREEMAN Giveaways Doctor education Patient education Models Technical information Relevant FREEMAN Giveaways Compliant giveaways are often more expensive Make attendee work for it Watch demonstration Play product info game Passport program of multiple stations in booth Result Greater interaction with qualified leads FREEMAN Literature Short sweet useful Multiple pages for various pr
6. date is for the discounted rate e Telephone Internet Discount Price Deadline Friday November 18 2011 e Audio Visual Discount Price Deadline Friday November 18 2011 e Electrical Discount Price Deadline Friday November 11 2011 FREEMAN Complimentary Registrations e The National Forum registration area will be located in the Palms registration foyer e All exhibitors must register for the event Filling out the exhibit space contract does not mean that you are automatically registered e Pick up your badges at the registration counters No badges will be mailed in advance of the event e Badge Allotment FREEMAN FREEMAN oIlecting Leads and Creating Brand Awareness Are Top Goals for Medical Exhibitors Primary Goals For Exhibiting At Trade Shows Create brand awareness grow market share Collect leads Launch new products Meet with or entertain current customers Stay current with what s happening in industry Sell on the show floor write orders Keep up with or psych out your competitors Other Meet with the press generate buzz Buy from or meet w other exhibitors suppliers rce Champion Exposition Services Exhibitor Trends vey June 2010 n 1 002 22 20 17 10 4 3 3 33 85 81 Compared to all industry Collect leads f BE 79 Create brand 75 FREEMAN Reasons for Remembering Exhibits Product Interest Well Known Company Product Demos Stage Theater Present
7. ed Proprietary amp Confidential INSTITUTE FOR HEALTHCARE IMPROVEMENT Best Practices for a Great Event Experience FREEMAN INNOVATION DEDICATED TO YOUR BRAND Objectives and Introductions Key Information for Exhibitors Booth Marketing Best Practices Boothmanship Show Rules Frequently Asked Questions Joanne Bonaminio Smith Bucklin Rhonda Pratt Freeman Will Wright Freeman Melinda Kendall Freeman FREEMAN FREEMAN About Freeman e Freeman looks forward to helping you get the most out of your participation at the IHI Annual National Forum 2011 e We are available to assist you with all of your pre show on site and post show needs Our goal is to make this process as simple as possible while helping you elevate your brand FREEMAN General Information Venue e The Exhibit Hall will be located in the Palms Ballroom at the World Center Marriott e When looking at the floor plan attendees will be entering through the doors directly across from booths 301 and 401 e The Exhibit Hall is carpeted Exhibitors are NOT required to order carpet for their booth this is entirely optional What s included in package e Booth spaces are 8 x10 and include 8 high blue back drape 3 high blue side dividers and a x 44 identification sign e Spaces DO NOT include furnishings Internet service or electrical power FREEMAN Booth Set up amp Dismantle Move in Installa
8. hibitor service offering other than through the official IHI suppliers in the IHI National Forum exhibitor service kit IHI is not responsible for any arrangements made with outside suppliers If you have been contacted by any outside company posing as an official provider for the 2011 National Forum please contact someone on our exhibit team immediately FREEMAN ed Proprietary amp Confidential FREEMAN INNOVATION DEDICATED TO YOUR BRAND
9. ise set up and dismantling of equipment and other items of high value FREEMAN FREEMAN Frequently Asked Questions Material Handling All Exhibitors are required to pay for material handling fees This is the cost of storing materials at the contractor s advance warehouse the handling of freight sent to show site and delivery to your booth at the Marriott These costs apply to both inbound and outbound freight Shipping Please follow shipping instructions carefully If you ship directly to the hotel without consigning the freight to Freeman the materials will NOT automatically be delivered to your booth Freeman can only handle freight that is consigned to them Offsite Events Hospitality Suites IHI policy prohibits attendees exhibitors or industry representatives from extending invitations that take registrants away from the show during official conference hours unless there has been prior notice to and approval by IHI FREEMAN Frequently Asked Questions e Security Perimeter security will be provided in the Exhibit Hall However Exhibitors have the sole responsibility for any loss of personal property at its booth space We recommend that small items of value be removed to an appropriate locked enclosure during hours when the Exhibit Hall is not closely Supervised by company personnel e Labor Exhibitors are NOT required to use labor personnel from the general contractor You can set up your own displays
10. method e Credit Card e Company Check e Bank Transfer Third Party Payment Please fill out Third Party Payment form for this option FREEMAN Freeman On site Freeman will have a service desk located on site to better serve your needs This area will be clearly marked by overhead banners and signage on the exhibit floor Freeman Service Desk e Confirm the status of your orders and shipments e Order additional products amp services e Obtain your Material Handling form for your outbound shipment on the 2nd show day e Schedule your labor e Review and settle your invoice FREEMAN Move Out The move out process will commence at the close of the show Please note that the delivery of empty containers will take several hours and you should schedule your flight accordingly The MOVE OUT BULLETIN distributed on site will let you know the length of time PLEASE STOP BY THE FREEMAN SERVICE DESK TO OBTAIN YOUR MATERIAL HANDLING FORM gt ALL SHIPMENTS REGARDLESS OF YOUR CARRIER WILL NEED A MATERIAL HANDLING FORM FOR OUTBOUND SHIPMENTS lt 4 lt Your shipment will not move out without this paperwork FREEMAN Important Dates Freeman Discount Price Deadline November 18 2011 e Must receive order or payment in order to receive advance order discount rates listed on the price sheets Advanced Freight Deadline Wednesday November 23 2011 e We will except freight until Friday December 2 2011 by 3 00PM the deadline
11. nship FREEMAN rain on product and company Product information and key messages Nhen how to refer to product expert tow to get more information tow to use giveaways FREEMAN Train on boothmanship Proactively engage attendees Agree on 2 3 probing questions Engage in conversation Listening is key and write it down FREEMAN Booth Personnel Rules for what NOT to do No cell phones No computer use within booth No sitting down No food or gum Never turn your back to the aisle Give staff sufficient breaks to sit talk recharge OUTSIDE of booth FREEMAN Beyond the Booth Participation Go out and meet people throughout the event Rally a group for dinner make sure to meet some new people Attend some of the sessions and visit other booths send interesting updates on your event experience to social media Update your social media profile FREEMAN Follow Up Who is following up How soon Use the notes from your lead collection Over 70 Personalize your note and recap your conversation of all leads athered at trade Use the post event attendee list to reach event those who didn t g shows do NOT make it to your booth receive any follow up Send a post event press release Begin a program of year round engagement Newsletters email communication regional events monthly contests ongoing engagement with customers gt Center for Exhibition Industry Research CEIR 201
12. oducts Provide stapler or folder Ability to attach business card Less is more prompt to go online FREEMAN ss vad DRG MED qu e gt Euh Hal Hoars SEE PRIMEI I Faxhibit Hall is Now loosed Build Awareness Sponsorships Sponsorships greatly increase exposure and maximize the on site opportunity More opportunities to Educate Demonstrate Brand Drive awareness Drive leads FREEMAN I Condition m lt purce pr l onvention Education Opportunities Educational Track Educational Content Vendor Presentation First Time Attendee Orientation FREEMAN gt ZM ZT q ta Sy ZENG SPAN 4a TOT NDE A KP S ASV Sc sat KFP ZIRH Ay NUNS M 7 a ia A Nia gt _ coin Convention Branding Opportunities 90 Floor Decals Street Signs of attendees notice GoBos sponsorships Wireless Internet Access Kickoff Reception 15 Dedicated Event Concierge of those attendees will Networking Lunches visit Exhibit Floor because of Breakfast amp Nutrition Breaks sponsorships FREEMAN 2 Pri Med Conference amp Exhibition On Site Attendee Survey 2010 NETTER ADVISOR Convention Traffic Driver Opportunities Medically Relevant Gift Exhibit Hall Snack Station Floor Decals Street Signs FREEMAN FREEMAN Booth Personnel send product experts along with salespeople Train all booth staff before the event Product Company Boothma
13. ther e Pack efficiently to avoid special handling surcharges e Note the deadlines for sending to the advance warehouse vs direct to show site e Use the shipping labels provided for ease of identifying shipments e Please have all tracking information with you at show site FREEMAN Material Handling Advance Warehouse Address Show Site Address Exhibiting Company Name Booth IHI Annual National Forum C O Freeman 10088 General Drive Orlando FL 32824 Exhibiting Company Name Booth IHI Annual National Forum C O Freeman Orlando World Center Marriott 8 01 World Center Dr Orlando FL 32821 6398 For more detailed information please refer to the material handling forms in the Exhibitor Service Manual FREEMAN Shipping You may elect to ship your show materials through your private shipping vendor or through Freeman Exhibit Transportation Freeman Exhibit Transportation is the official show carrier and will help ease the process for you Benefits to using the show carrier include Competitive pricing Up to date tracking information One convenient master invoice On site shipping representatives to assist you with personalized service Pre printed forms and shipping labels Knowledgeable staff fully informed about the IHI Annual National Forum 2011 Call 800 995 3579 FREEMAN Method of Payment Just fill out the form check the payment method of your choice and follow the instructions for each
14. tion of Exhibits Sunday December 4 2011 2 00 PM 6 00 PM Monday December 5 2011 8 00 AM 2 00 PM Show Hours Monday December 5 2011 3 30 PM 6 30 PM Tuesday December 6 2011 11 00 AM 2 00 PM 3 30 PM 6 30 PM Wednesday December 2011 11 00 AM 2 00 PM Move out Dismantling of Exhibits Wednesday December 2011 2 00PM 8 00PM All exhibitor materials must be removed from the facility by 8 00PM All carriers must check in by 5 00PM on December 7 2011 FREEMAN Official Show Vendors Furniture and Carpet Freeman 407 816 7900 Exhibit Rental Freeman 407 816 7900 Shipping Services Freeman 407 816 7900 Cleaning Freeman 407 816 7900 Electrical Orlando World Center Marriott 407 238 8827 Telephone amp Internet Orlando World Center Marriott 407 238 8637 A V Rental Audio Visual One 800 722 2848 Computer Rental Audio Visual One 800 722 2848 Rigging American Audio Visual Center 407 238 8637 Floral EG 407 889 3033 Lead Retrieval IHI 617 301 4800 FREEMAN Show Orders amp Services Order at Freeman OnLine e You should have received an email with a direct link to Freeman OnLine e http www freemanco com store show showlnformation jso showlID 2 5 68 amp na e f you did not receive the link please visit www freemanco com store e To place orders you will be required to Enter your existing or Create a new Log in ID and Password e If you need assistance with Freeman OnLine please call our Customer Support Center at
15. ur questions answered by our VP of Research George Smith FREEMAN hibits at Medical Shows Are Supported with Pre show and Onsite Activities 90 Promote Exhibit Activities Pre event and or At show dvertisement s in buying guide show guide 33 Sponsorships 27 tanging banners or standing signs at venue 17 rtisement s in daily event show publication 18 Banner ads on the show s even s website 17 Sponsorship of show organizer s e mails 3 Escalator signs at venue 3 gt 64 take advantage of sponsorships and or promotional signs ads Bus wraps taxi signs 1 Champion Exposition Services Exhibitor Trends Survey June 2010 Companies n 115 FREEMAN Drawing Attendees Education Interaction Participation Engagement FREEMAN ow Medical Exhibitors Vie for Attention on the Show Floor Exhibit Activities Informational marketing product material distribution Product demonstrations simulations Flash video presentations unmanned auto loop Swag tchotchkes premiums Drawings Product showcases displays temporary storefronts Refreshments food and beverage Theater educational presentations with live speaker and seating Entertainment celebrity magician musical act etc Other e Champion Exposition Services Exhibitor Trends Survey June 2010 cal Companies n 115 87 51 37 32 31 24 19 15 2 7 FREEMAN Product Demonstr
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