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46 Cards in this Set

  • Front
  • Back
What are other names for exhibitions?
expositions, expos, trade shows, exhibit halls
What is an exhibition?
a strategic marketing opportunity where buyers and sellers come together
What are the 6 elements to research in order to determine the need to have an exhibition?
1. Interest by attendee and key vendors for exhibition
2. analysis of market place and marketing alliances
3. competitive show(s) that already exist
4. categories of revenue and expense
5. return on investment
6. resources for international shows
What is an ideal venue for exhibitions?
meeting and exhibits under 1 roof
What types of facilities should be considered for exhibitions?
convention center
larger convention hotels

Others: trade center, market center, colleges, etc.
What are factors of facility planning?
- square footage available at facility for exhibits, meetings, and social events.
- floor plan and facility architecture
- Freight access, need to know limits at the location for loading docks, freight elevators, doorways, floor load capacity
- move-in/out capability
What is the calculation to determine space needs for exhibitions?
two times the amount of square feet needed for the exhibit space.
What are the factors to consider when determining space needed for exhibitions?
- number and size of booths
- percentage increase or decrease projected
- organization's space needs
- registration area
- aisle space
How is it best to determine exhibit space rates?
divide the total anticipated expenses by the anticipated number of booths or net sf to form the basis for pricing space. compare rates to competitors.

Be sure to factor in expected discounts, premium space, etc.
What are other considerations (outside of space) for exhibition pricing?
- per day rate or entire term
- additional move-in and move-out days
- cancellation clauses and compensation
- rental rate inclusions and exclusions
- payments and deposit schedule
What are costs associated with planning/running an exhibition?
- management of event
- marketing of event
- exhibitor services
- production of show
What are estimated revenues from exhibitions?
- exhibit space
- registration
- sponsorship
- advertising
What is the basic information to have in exhibit space contracts?
- show name, location, date
- space requirements
- policies
- conditions, rules, and regulations
- liability and insurance
What is a GSC?
General Service Contractor.

an organization provides event mgmt and exhibitors with a wide range of services, sometimes including, but not limited to, Installation, Dismantle, creating and hanging signage and banners, laying carpet, dyage, and providing booth/stand furniture.
Who are the clients of a GSC?
Show management and exhibitor
What are facility exclusive contractors?
a contractor appointed by event or building management as the sole agent to provide specific services or products. Examples are are electrical, catering, etc..(infrastructure services)
What are exhibitor appointed contractors?
contractors that service a particular exhibitor for all shows

May be subject to an outsider contractor fee.
what is the exhibitor prospectus?
an important tool for marketing to potential exhibitors.
What should the exhibitor prospectus include?
- Name and address of exhibition organizer
- objectives of show
- dates and location of show
- booth costs and additional marketing opportunities
- attendee demographics and background info on the show
- space assignment and contracting procedures
When is the exhibitor service manual sent to all contracted exhibitors?
at least 90 days before the exhibition
What is the exhibitor service manual?
a detailed compilation of info on show management & contractor contacts, rules and regulations, promotional opportunities, and exhibit related products and services provided.
What are some of the key items included in the exhibitor service manual?
- show info / floor plan
- list of official contractors
- order form for service contractor
- rules and regulations
What are unopposed exhibit hours?
Providing some exhibit hours that do not overlap other programming
How much time should an exhibitor try to spend dismantling during straight time?
50% of dismantling should be during normal work hours, if possible.
What is exhibitor education?
many exhibitions offer an exhibitor training workshop prior to the opening of the show to provide tips and practical advice on how to manage a booth effectively.
What is an exhibitor advisory committee?
a committee used to gain feedback on an exhibition. Members should be diverse (small/large companies, diff markets). Should meet before the show and the 2nd or 3rd day of the show.
What is a standard booth?
aka linear booth or inline booth

basic back wall booth designed to stand back to back w/opposite row of booths.
Back wall: 8'3" high
Wings/Side walls: 8' high only 5' from the aisle line
What is a perimeter booth?
aka perimeter wall booth

designed for set up against a wall.
back wall: up to 12' high
same 5' restrictions on the sides as standard booth.
What is a peninsula booth?
surrounded on 3 sides by 3 aisles.
Height: 16'
If there are no neighbors, sides may be 16' high, otherwise same standard restrictions apply.
What is an island booth?
Bordered on all four sides by aisles, has no adjacent naighbors.

Only restriction is height of 16' to avoid height contests.
What are factors to consider when assigning booth space?
- exhibitor history
- amount of space needed
- response time for booth
- space preferences / location of competitors
- products / services to show
- eligibility to exhibit
- company sponsorship
- member vs. non member
What is an antitrust law?
legislation designed to promote competition and prevent unfair practices that may lead to monopolies or suppression of competition (comes into play with assigning booth space)
What is the Priority Point System of assigning booth space?
1 point for every year the exhibitor participanted, etc...
Describe first come, first serve and advance sale concerning assigning booth space
- First Come, First Served: applicants are processed in order they are received. Not recommended.

- Advance Sale: may make space assignments for the next show during the current show.
What are ways to promote attendance at the exhibition?
- promotion materials
- pre-show mailing by sponsor / exhibitors
- ads in show publications
- signage
- unopposed exhibit hours
- placement of food function in exhibit
- official show directory
- internet blogs, etc.
What are rules and regulations to note for exhibitions?
- Fire regulations and observance of local laws - need fire marshal approval
- union rules, the agreement b/t GSC and local union
- exclusive and in-house contractors (electrical, F&B, AV)
- outside contractors (the GSC is the most important decision)
What are 5 obstacles trade shows face (re: getting people to exhibit/attend)?
- increasing competition
- increasing costs
- shrinking audiences & registration
- reduction in revenues
- tendency to expand producs/serices which may mean expansion into more competitive areas with other associations.
What is Co-Location?
Holding 2 related events/trade shows at the same time in the same place.
What are the benefits of co-Location? (7)
1. increases value to attendees
2. increases attendance / potential members / exhibitor base
3. creates more dynamic platform
4. saves money by sharing costs
5. accesses better venues and/or dates
6. allows rapid entry into a market
7. box out the competition
What are the 10 steps to successful co-Location?
1. establish compatibility with co-locator
2. determine benefits to both co-locators
3. negotiate with co-locator for win-win
4. devide major tasks of co-location (don't do the same tasks)
5. avoid poaching, charge the same reg fee.
6. encourage cross-over attendance
7. agree on common days, but don't have to have same times.
8. keep financial arrangements simple
9. develop partnership
10. decide in advance how to dissolve partnership, if need.
What is the international term for an exhibit booth?
stand
What are exhibits overseas made out of?
hardwall and/or aluminum
Define Pavilion
a designated area within the event highlighting a special product category for marketing and exposure.
2. A group presentation of different companies for the purpose of generating collected impact.
Define drayage (now called material handling)
delivery of exhibit materials from the dock to an assigned exhibit space, removing empty crates, returning crates at the end of the event for recrating, and delivering materials back to dock for carrier loading.
Define Zulu Time
Greenwich Mean Time, the world time standard maintained by the US National Observatory in Bethesda, Maryland.

aka Universal coordinated time
Define Greenwich Mean Time
The time on the line of longitude that passes through Greenwich, England used as a basis for calculating time throughout the world.