Frequently Asked Questions
ALA Midwinter Meeting Exhibits Frequently Asked Questions:
Are you a first–time exhibitor or an exhibit manager newly assigned to plan your company’s participation in the ALA Midwinter Meeting? If your answer is “yes”, then this information is for you!
If you are an experienced exhibit manager, and an ALA Midwinter Meeting veteran, you may still want to review the following information to ensure you are getting the most out of your exhibit experience at the ALA Midwinter Meeting Exhibits.
If you have any information or need further information, please contact Hall–Erickson at 630/434–7779, ala@heiexpo.com.
Table of Contents
- Glossary
- Who to Call for Help
- What is included in my exhibit space rental?
- What other exhibit and promotion costs will I have?
- What are the show colors?
- How many attendees are expected at this show?
- How can I attract attendees to my booth?
- I’m a new exhibitor, what special promotional programs are in place for me?
- What are typical exhibiting goals for this show?
- How should I design and organize my exhibit?
- Are there any display rules I need to be aware of?
- Who should staff my booth?
- How can I train them?
- How do I get badges for my exhibit staff?
- Are there special hotel and airline rates for exhibitors?
- How can I invite guests to visit my booth?
- When can I set up my exhibit? When must it be completed?
- Do I need to use Union personnel to install my exhibit fixtures at the Pennsylvania Convention Center?
- How much literature should I bring?
- Where should I ship my exhibit materials: in advance to the warehouse, or direct to the convention center?
- I deliver my exhibit materials to the Pennsylvania Convention Center myself?
- What is a bill of lading?
- What is drayage and cwt? Are there ways to save money?
- Is there security provided for my booth?
- Should I insure my exhibit materials?
- If I have a problem during installation, the exposition, or dismantle, who do I see?
- What is the show schedule?
- Does the show offer a lead follow–up system for exhibitors?
- When can I begin dismantling my booth? When must I be completed?
- Is my exhibit material safe once I turn in my bill of lading?
- How should I evaluate my exposition participation?
- Can I reserve my 2009 exhibit space before leaving this year’s show?
1. What is included in my exhibit space rental?
Exhibit space rental includes a drape background 8’ high along the back wall with side rails 33” high and one (1) identification sign 7” x 44” showing your company name and booth number. Other services include:
- Credentials for your full–time exhibit personnel.
- Complimentary listing in the Final Program Exhibits Directory.
- Inclusion in the On–Site Exhibits Locator and the ALA web page.
- Access to the registration data base for pre–show and post–show mailings.
- Access to unlimited quantity of Guest Registration Forms for you to invite your customers and prospects to visit the exhibits for free.
- Use of the Press Center for the distribution of Press Releases and Kits.
- Removal, storage, and return of empty boxes, cartons, crates, and skids.
- Carpeting of all aisles in the exhibit hall.
- Twenty–four hour general hall security.
- For the Small Press area, your exhibit space rental includes carpet and one draped table.
Please note that material handling (shipping/drayage) is not included with your booth. See questions 20 & 21 for more information on shipping and material handling. All other items can be ordered through the Official Contractors. If you have any questions regarding your participation in the ALA Midwinter Exhibits, please contact Exhibition Management at 630/434–7779, e–mail: ala@heiexpo.com.
What other items may I need to purchase?
| Item | Description | Advance Order Prices* (estimate only) |
|---|---|---|
| Booth Vacuuming | Vacuuming one time each day. Refer to the GES Exposition Services order forms. | $148 for 10×10 for four days |
| Carpeting | All exhibit booth floors must be covered. Exhibitors may bring their own floor covering, or rent carpet from GES. Refer to the GES Exposition Services order forms. | $174.10 for a 9' x 10' standard carpet. |
| Electricity | Show Management does not provide electricity. Please refer to the Electrical Services order form for details (PDF). | $120 for a 1000 watt, 120 volt outlet (additional for 24 hour power) |
| Lead Retrieval | It is recommended that all exhibitors rent a Lead Retrieval unit to collect and store sales leads. | Various options available. Visit www.experient–inc.com for more details. |
| Material Handling | If you ship a booth to the warehouse or directly to the Pennsylvania Convention Center, you will be responsible for the Material Handling fees associated with the movement of your freight within the hall. The final cost is based on the weight of your freight. Please refer to the material handling order forms. | $96.50 (GES Transportation Plus Rate) and up per hundred pounds cwt., crated material |
| Pipe & Drape | Light Blue and Grey drape is provided to all exhibitors with at least one back wall. The back drape is 8’ high and the siderail is 3’ high. | Included with your space, if not an island booth. |
- All rates at advance pricing amount. Rates may be more for additional services (i.e.,: 24 hour power), and will be higher for show site orders, or orders placed after the advance pricing deadline date.
2. What other exhibit and promotion costs will I have?
On average, your space rental represents about 40% of your total investment in a trade show. Other costs include personnel, advertising & promotion, entertainment, booth construction, shipping and exhibit support services.
Show Colors
Backwall Drape: Light Blue and Grey
Siderail Drape: Light Blue
Aisle Carpet: Pepper
Small Press Area
Backwall Drape: Light Blue
Table Skirts: Dark Blue
Booth Carpet: Pepper
4. How many Attendees are expected at this Show?
For a history of past Midwinter Meeting attendance, visit the ALA Exhibitors Page.
When trying to determine the number of attendees interested in your product, use the buyer profile information provided in the Exhibitor Prospectus indicating the audience profile, buying power and planned expenditures. This will allow you to calculate an estimated number of prospects for your company and help you in determining the amount of exhibit space required, number of booth staff, quantity of literature, etc.
5. How can I attract ATTENDEES to my booth?
You’ve reserved your booth space, you’ve shipped your materials. Now all you have to do is show up. Right? Not quite. The ALA is conducting an extensive attendance promotion program to bring qualified personnel to the exposition, but it will be your responsibility to get them to your booth. This can only be accomplished through an effective program of pre–show promotion to your target audience.
Good pre–show promotions typically include an integrated program of direct mail, advertising, telemarketing, and public relations. The following promotion tools are available exclusively to exhibitors: (for each bullet, link to the corresponding page within this online manual site.)
- ”Visit the Exhibits” Invitations
- Show Logo
- Listing on the ALA Web Site and On–Site Product Locator, and in the printed Final Program Book
- Advance Registration List
- ActionAd Coupon Booklet Advertising
- Final Program Advertising
- Cognotes Advertising
- Direct Mail Post Cards
Remember, your exhibit marketing program must begin long before the first attendee enters the exposition. The Center for Exhibition Industry Research (CEIR) reports that 76% of trade show attendees leave home already having decided which booths they want to visit. Make sure you are on their “must visit” list–start planning today!
6. I’m a new exhibitor, what special promotional programs are in place for me?
ALA is making a concerted effort to give more visibility for first time exhibitors. Each first time exhibitor will receive a sign for their booth that says “First Time Exhibitor.” Additionally, signage will be placed by the show entrance promoting the companies who are first time exhibitors.
7. What are typical exhibiting goals for this show?
Exhibiting goals should complement your corporate marketing objectives. Since exhibiting is probably one of several marketing communication vehicles your company uses, the goals you set should help to accomplish your overall marketing plan.
Like most shows, one of the purposes of the Midwinter Meeting Exhibits is to stimulate sales within the library marketplace for your company. However, the ALA Exposition is considered more of a “contact” Show than an “order writing” Show, meaning that exhibitors use their participation to identify new prospective customers for future follow–up, while also maintaining direct contact with their current customers.
It is unlikely that you will “close” a great deal of business on the Show floor. Rather, it will be necessary for you to collect good information on the prospects you meet at the Show, and to have an effective system of sales lead follow–up in place.
Besides increasing sales and writing orders, other exhibiting goals can include:
- To provide customer service and handle complaints from current clients;
- To enhance your corporate image and maintain industry identity;
- To acquire new sales representatives and distributors; or
- To perform market research on a new product or program.
Each one of these goals is an important aspect of your exhibit plan, and all are important to your organization. Before heading to the Show, be sure to determine the specific end results you want to achieve and then use the SMART formula to set measurable goals for your exhibit team:
Specific
Measurable
Attainable
Realistic
Time Framed
The key to successful exhibiting is knowing where you want to go and having a game plan to get there. Be specific!
8. How should I design and organize my exhibit?
The whole issue of how exhibits communicate with an attendee is a complex one. It involves many design elements including color, words, light, sound, marketing messages, and incentives all in three dimensions and real time. It is a face–to–face experience that has impact far beyond the scope of print advertising or direct mail, and can create an image of your company with a prospective customer that is memorable for months, even years. No matter how large or small, the basic messages your exhibit must communicate clearly and quickly are (1) who you are, (2) what you do, and (3) how you can help. When planning your exhibit design, ask yourself the following questions:
- What type of business are we in?
- What is our corporate image? Do we want to change it?
- What is our product position in this marketplace?
- What are the key benefits in our product message?
- What do we know about our target markets at this Show?
- What is the single focused message we want our exhibit to communicate?
Once you have answered these questions and determined your message, there are a number of sources available to help you in designing and organizing your exhibit. We suggest you contact EXHIBITOR Magazine at 507/289–6556, www.exhibitornet.com or the Trade Show Exhibitors Association at 703/941–3725, www.tsea.org for a list of display builders. GES Exposition Services can also assist in this process. Contact them at 800/475–2098, www.ges.com.
9. Are there any display rules I need to be aware of?
Yes. The American Library has adopted Exhibit Guidelines & Regulations to ALA Exhibit Rules & Regs.Pdf) that are endorsed by each of the major exposition industry associations (IEA, EDPA, IAEM, and ESCA). Please note that the display rules used by ALA have been revised by the Exhibits Round Table Executive Board at the 2001 Spring Board Meeting. These display rules are outlined in detail in this online manual and must be adhered to on–site, or your display may have to go through costly alterations before the Show opens. The display rules are not meant to limit your ability to showcase your product, but rather to ensure each exhibitor an equal opportunity, within reason, to present their product or service in the most effective manner to the audience. The exhibitor’s responsibility can be summed up quite simply as “Be a Good Neighbor.”
Your agreement to abide by these display rules is a part of the space contract to MW08 back of contract.pdf), and they will be strictly enforced by our Floor Managers at Show time.
Additionally, exhibitors should be aware of the following new rules in place for all future ALA Exhibits:
- Exhibitors are prohibited from showing or advertising products or services which in the opinion of ALA are primarily aimed at other exhibitors.
- Exhibitors are prohibited from distributing at the convention center advertising or promotional materials for entities other than the registered exhibitor unless special permission is obtained from ALA (e.g., for combined booth space or small exhibitors.)
- Exhibitors are prohibited from any form of advertising or solicitation at the convention center outside of the exhibit booth space and from door drops or advertising signage at ALA–contracted conference hotels, without the advance written permission of ALA.
If you have any questions, please contact someone in advance. Show Management is happy to review photos or floor plans in advance of the show during your planning process and before you start to construct your display. It is better to do this review before move–in, as changes on–site can be costly.
10. Who should staff my booth?
Anyone who has ever had the misfortune of sending the wrong people to staff an exhibit knows the awful truth: your booth staff can make or break an exposition. Selecting the right people can make your trade show effort a big success, but how do you pick the right team? There are six factors to consider when selecting the right team to work your exhibit: Personality, Attitude Toward Shows, Previous Performance, Product Knowledge, Sales Territory, and Trade Show Experience. Exhibit selling is a high intensity, people–to–people activity, and successful candidates must like people. Effective booth staffers are knowledgeable, enthusiastic, and easy to talk to. Evaluate your booth staff on these factors and build your “dream team” well in advance of the Show.
How should they be scheduled?
When preparing your exhibit staff schedule, remember that a hard working salesperson can be effective for about four hours a day. Even with a periodic refreshment break, the physical and mental strain of exhibit selling can take its toll. During the ALA Midwinter Meeting, try to work with two teams. Make sure they arrive at least 15 minutes early and stay 15 minutes late each day, and ask them to schedule appointments with current customers during slow hours or when they are not on booth duty. Meetings with current customers will be more effective during slower times, while the busy times can be saved for aggressive prospecting.
If you want to increase the effectiveness of your exhibit program but have very limited financial resources, spend your money on training! This is arguably the most important aspect of any exhibit. Booth staffers must understand that trade shows are not sales calls. Selling at an exposition is different and the biggest factor is time. Your staffers must understand the four skills required in exposition selling–(1) Welcoming the visitor, (2) Qualifying the visitor, (3) Presenting your needs fulfillment solution and (4) Closing and commitment–and use them effectively in a matter of minutes. Making the commitment to train your staff is a monumental step towards increasing your return on investment. We suggest you contact EXHIBITOR Magazine at 507/289–6556, www.exhibitornet.com or the Trade Show Exhibitor’s Association at 703/941–3725, www.tsea.org for a list of professional exhibit trainers.
12. How do I get badges for my exhibit staff?
Click here to register your booth staff personnel.
IMPORTANT: Badge requests received by December 27, 2007 will be mailed directly to the contact. Any badge requests received after December 29, 2007 can be picked up onsite. Online badge requests will not be accepted after January 5, 2008. After January 5, 2008 you must register for badges at the conference.
NOTE: Exhibitor badges are for exhibit personnel and cannot be ordered for customers or guests. Exhibits Only Invitations available to invite your best customers to attend the 2007 ALA Midwinter Meeting Exhibits Free.
Exhibitor badges provide your personnel with:
- Access to the exhibit hall during the installation and dismantling periods.
- Early entry to the exhibit hall on exposition days.
Badges are non–transferable.
Contact Patrick Murphy with any questions.
Patrick Murphypmurphy@ala.org
13. Are there special Hotel and airline rates for exhibitors?
Yes! ITS/ExpoExchange Group is ALA 's travel management company for both hotel and airline reservations. As an ALA exhibitor, you are eligible for special airline and hotel rates.
Click here to link to the Exhibitor Housing site. (link forthcoming) Please note that you will have to login to the Online Block Housing System.
Air Travel/Transportation
Click here to visit the ALA Travel Information page. This page includes information on:
- Airline Reservations and Discount Information
- Train and Bus Travel to Philadelphia
- Rental Cars
- Shuttle Bus Service – Sponsored by Thomson Gale
14. How can I invite qualified buyers to my booth?
Now your best customers can order a FREE Exhibits Badge online. Exhibits Only Invitation Badges are available to each exhibiting firm for use by your best customers. All your customer has to do is click and register! The badge will be mailed directly to them. Included in their badge will be a reminder to have them visit your company when they get to the show. Check the Exhibits Only Invitations page of this manual for more details.
15. When can I set up my exhibit? When must it be completed?
The installation period for this year’s Show will begin at 8:00am on January 9. Exhibitors who ship their exhibit material to the advance receiving warehouse will find their materials already delivered to their booth space when they arrive on–site. Those shipping direct to the Pennsylvania Convention Center should arrange to have their shipment delivered as early as possible on Wednesday, January 9, to provide them with as much installation time as possible.
Exhibitors should be reminded to send floor plans with electrical and internet/telephone drawn in if you want your ordered utility work done before you arrive or along with GES as the carpet is put down. GES will be installing carpet before the arrival of exhibitors to allow exhibitors as much time as possible for installation. Please keep this in mind when ordering your utilities and planning your installation.
The Exhibit Hall and Exhibitor ServicenterSM will be open for installation from each day 8:00am–4:30pm during the installation period. (Note: No exhibitor personnel will be readmitted to the exhibit floor after 4:30pm during the installation period). Empty containers must be removed from the exhibit floor by days end, Thursday, January 10, so that aisle carpet can be installed overnight. Any crates, boxes, or pallets left in the aisles at the end of the day will be placed into the exhibitor's booth space to facilitate the installation of carpet. The final installation of all exhibit fixtures and materials must be completed by 3:00pm on Friday, January 11. Exhibitors are cautioned to make travel arrangements allowing sufficient time to complete their exhibit installation prior to 3:00pm. The exhibit hall will then open to exhibit personnel at 4:30pm on Friday, January 11 to allow for final booth cleaning or pre–show meetings before the 5:30pm Show opening.
16. Do I need to use Union personnel to install my exhibit fixtures at the Pennsylvania Convention?
Not in all cases. In 2003, the Pennsylvania Convention Center (PCC) implemented a new Customer Satisfaction Agreement that was specifically aimed at making it easier and less expensive for customers and exhibitors to conduct business within the building. Please review the attached document thoroughly, so that your experience at the PCC is handled in a cost–effective manner.
GES Exposition Services will have qualified labor available for those exhibitors who need labor services. Exhibitors who want to use the services of a company other than the Official Service Contractor for the installation and dismantle of their display must submit the Non–Official Contractor Notice to Show Management by December 10, and ensure their Non–Official Contractor submits the proper General Liability Certificate of Insurance.
How Can We Minimize Our Labor Expense?
By being as productive as possible. In order to minimize the expense of union personnel, place your labor order in advance to ensure their availability when you are ready to begin your installation. Have good drawings or photos available of how your exhibit fixture should look, know when straight time (regular work hours) begins and ends to avoid overtime surcharges, and be there to direct and supervise for the entire installation process. You may find that experienced union laborers actually expedite your exhibit installation process, saving you time and money!
17. How much literature should I bring?
We strongly recommend that you limit the amount of literature you bring to the Show and that you only distribute it to qualified attendees with whom you have had a sales contact. Often exhibitors ship in thousands of four–color product brochures, only to leave them behind with the trash.
Instead, we recommend that you bring a limited quantity of literature for your sales discussions and that you concentrate on developing an effective lead follow–up program that allows you to quickly and efficiently fulfill any attendee requests for product or program information after the exposition. You will find that most attendees will appreciate receiving the material in their office immediately following the exposition and not having to carry your literature home with them on the airplane.
Can I Distribute My Literature in the Registration Area, Show Entrance, or in the Aisles?
No. All sales activities (literature/invitation distribution) must be contained within your rented booth space. Besides the obvious traffic congestion this practice would create, it violates a basic tenet of exposition management – “To design and manage an exhibit floor that ensures each exhibitor an equal opportunity to market their product or service.” Therefore, we cannot allow exhibitors to distribute material in any area of the Pennsylvania Convention Center other than their rented booth space.
There are many advertising & promotional opportunities for exhibitors to gain additional visibility. (See Question 5.)
18. Where should I ship my exhibit materials–in advance to the warehouse, or direct to the Convention Center?
Making the right transportation decisions for your exhibit materials will not only save you time and money, but also a lot of aggravation. Exhibit transportation can be fairly complex. Review each transportation option in terms of cost, time frame, and type of shipment, and choose the one that best fits your situation.
When possible, ship in advance to the warehouse. Our drayage contractor will receive materials and provide up to 30 days storage before delivering them to the Pennsylvania Convention Center. Although the advance receiving rates are approximately 25% more than the direct shipping rates due to the additional handling, shipping your materials in advance is a good investment for the following reasons:
- You can verify receipt of your materials in Philadelphia well in advance of the exposition, without worrying about lost or misdirected shipments.
- You won’t have to deal with stand–by charges from your motor freight carrier while your direct shipment waits in line to be unloaded at the Pennsylvania Convention Center.
- You can be assured that your materials will be in your booth space when you, or your set–up crew, arrive to begin the installation process.
Click here to link to the GES Shipping forms, or visit GES online.
19. Can I deliver my exhibit materials to the Pennsylvania Convention Center myself?
Yes. All Privately Owned Vehicles (POVs) must check in at the GES Marshaling Yard. POVs will promptly be dispatched to the appropriate offload point. You must have two (2) people in the vehicle – one to stay with product and one to remove vehicle from dock immediately. Maximum unloading time is 15 minutes. Note: A $20.00 per shipment fee will be added to your GES invoice for use of the marshaling yard.
Can I carry my exhibit materials into the Pennsylvania Convention Center to my booth?
Yes. Exhibitor personnel are encouraged to carry small packages and cartons from parking lots that can be easily handled by one person without the use of a hand truck or luggage cart. However, if your materials are large enough to require a hand truck or “dolly,” you must follow the shipping instructions previously outlined for private vehicles.
Note: Exhibitors are not permitted to carry items from vehicles which are unloaded at the Privately Owned Vehicle loading gates. These vehicles will be unloaded by GES.
Also known as a material handling order form, the bill of lading is a list or inventory of goods being shipped. It serves as a document establishing the terms between a shipper (the exhibitor) and a carrier (the transportation company) listing the number of pieces, and a total weight for the shipment. It is usually prepared by the shipper on forms provided by the carrier and is needed for both inbound and outbound shipments.
21. What is drayage and CWT? Are there ways to save money?
Drayage is the charge for moving your exhibit materials from the dock to your booth and moving your materials back again. It is calculated on a CWT basis (per hundred weight, or fraction thereof) per shipment, and varies depending on the type of shipment, the amount of handling, and the time of day. Be sure to review these costs when you prepare your show budget. You can contact GES in advance to get an estimate of these charges.
Why does it cost as much to move my crates into the Convention Center as it does to ship them to Philadelphia?
Because of the operating costs the drayage contractor must absorb involving trailers, forklifts, dollies, dock plates, and rigging equipment; the labor costs involving teamsters and crate handlers, stewards, and traffic foreman, and the workman’s compensation and insurance costs that go with this massive amount of labor; as well as the facility costs of maintaining an advance receiving warehouse along with the marshalling yard rental fees. All of these costs contribute to the drayage rate, but what is most important is minimizing the drayage charge for your shipment. Following are some money saving tips:
- Consolidate shipments of several small boxes into one large shipment to avoid several “minimum” handling charges.
- If shipping direct, request that your driver check–in at the marshalling yard early in the day to avoid any overtime unloading surcharges. The marshaling yard will be open at 6:00am.
22. Is there security provided for my booth?
From the first day of move–in through the last day of move–out, there is 24–hour perimeter security for all exhibit floors. This level of security is intended to control the access of people to and from the exhibit halls in a safe and organized manner. It is not intended as individual security for your booth and materials. Please remember that the Pennsylvania Convention Center is a public building to which hundreds of individuals have access–let alone the number of individuals involved in the shipping of your materials to and from the exposition, setting up and tearing down displays. Therefore, it is critical that exhibitors work with exposition management in making every effort to safeguard their investment in the exposition. Be security conscious at all times during your stay in Philadelphia. Do not leave items of value in your booth overnight during the installation period or exposition days without taking security precautions. Review the security guidelines in the exhibitor manual. Exhibitors may want to order individual booth security personnel.
Remember, the security of your product is your responsibility–don’t take chances!
23. Should I insure my exhibit materials?
Yes! Exhibitors are encouraged to insure their materials from the time they leave their office until they return. You can obtain a “rider” to your existing company policy providing all–risk coverage for your materials. Please remember that the drayage contractor cannot be held responsible for the disappearance of an exhibitor’s materials after delivery to the booth, or before the materials are picked up for loading out after the exposition. ALA provides a locked storage area for exhibitors who wish to ship their sensitive merchandise to a holding area prior to the exhibitor’s arrival at the Pennsylvania Convention Center (Note: Merchandise only–exhibit fixtures will not be accepted). This merchandise can then be picked up by the exhibitor and delivered to the booth when appropriate.
Remember, it is the responsibility of the exhibitor to insure his property. The American Library Association, their agents, Hall–Erickson, Inc., the Pennsylvania Convention Center and their respective agents will not be responsible in any way against theft, fire or accident.
24. If I have a problem during installation, the exposition, or dismantle, who do I see?
It is critical to bring any situation to the attention of Show Management as soon as possible so problems can be addressed. You can’t turn back time. The first person you should seek out is an exhibits manager, they are there to assist you by answering questions about display rules, help with labor questions, and in general, are a good source of information. They can make your move–in a smooth and productive experience. There will be an exhibits office on the show floor.
Another option is to visit with the customer service staff at the GES ServicenterSM. The staff there has many years of hands–on experience and has lots to offer in the way of assistance.
Of course, the Show’s exposition staff will be ready and willing to assist you in any way possible. The exhibits office will be in operation from installation through dismantle.
25. What Is the Show Schedule?
| Exhibits Set–Up | |
|---|---|
| Wednesday, January 9 | 8:00am–4:30pm |
| Thursday, January 10 | 8:00am–4:30pm |
| Friday, January 11 | 8:00am–3:00pm |
| Exhibit Hours | |
|---|---|
| Friday, January 11 | 5:30pm–7:30pm |
| Grand Opening Reception on the Exhibit Floor | |
| Saturday, January 12 | 9:00am–5:00pm |
| Sunday, January 13 | 9:00am–5:00pm |
| Monday, January 14 | 9:00am–2:00pm |
| Tear Down | |
|---|---|
| Monday, January 14 | 2:00pm–8:00pm |
| Tuesday, January 15 | 8:00am–12:00 Noon |
Note: Empty containers must be removed from the exhibit floor by days end, Thursday, January 10, so that aisle carpet can be installed overnight. Any crates, boxes, or pallets left in the aisles at the end of the day Thursday will be placed into the exhibitor's booth space to facilitate the installation of carpet.
Note: Exhibitors are cautioned when making return travel arrangements to allow sufficient time following the closing of the Show at 2:00pm on Monday, January 14. All booths must be dismantled and packed by 12Noon, Tuesday, January 15. No exhibitor shall have the right prior to 2:00pm on Monday, January 14 to pack or remove any articles or exhibit. Exhibitors who dismantle early will forfeit accrued seniority toward assignment in the next two ALA exhibitions. *GES will not accept bills of lading prior to the close of the exhibits. Please do not attempt to turn in your bill prior to 2:00pm and make travel plans accordingly.
26. Does the show offer a lead follow–up system for exhibitors?
The American Library Association provides exhibitors with state–of–the–art registration technology for quick, easy, and reliable collection of trade show leads. Our registration contractor, Experient, is offering exhibitors its system for the collection of vital buyer registration data.
Order by December 7 to take advantage of lower pricing. Call Experient at 800/787–0475 with any questions you may have.
Collecting the data is only the first step in an effective lead follow–up system. Exhibitors are encouraged to have a post–show program in place before they leave for the Show so that leads can be acted upon immediately following (or even during) the exposition. Be sure to fill literature and sample requests within two weeks. The University of Massachusetts Center for Marketing Communications found that over 40% of prospective buyers received the requested material only after they had made a buying decision. Almost 20% never received anything. Don’t waste this sales opportunity. With the proper follow–up plan, you can generate enough leads to keep a sales team busy with qualified prospects for months.
27. When can I begin dismantling my booth? When must I be completed?
The show will officially close at 2:00pm on Monday, January 14, 2008. Dismantling of exhibits should NOT begin prior to this time. Respect your fellow exhibitor as he or she may still be conducting business.
Important Notice: ALL EXHIBITS ARE TO BE OCCUPIED AND IN OPERATION UNTIL THE OFFICIAL CLOSING HOUR OF THE SHOW. ANY COMPANY DISMANTLING AN EXHIBIT PRIOR TO 2:00pm ON MONDAY WILL FORFEIT ACCRUED SENIORITY TOWARD ASSIGNMENT IN THE NEXT TWO ALA EXHIBITIONS.
Booth Dismantle Schedule: All packing of booths should be completed by 12:00Noon, Tuesday, January 15. Carriers must check in by 10:00am on Tuesday, January 15.
| Dismantle Schedule | |
|---|---|
| Monday, January 14 | 2:00pm–8:00pm |
| Tuesday, January 15 | 8:00am–12 Noon |
For more dismantling information, click here.
28. Is my exhibit material safe once I turn in my outbound bill of lading?
No! Turning in your outbound bill of lading does not transfer care, custody, and control of your exhibit materials to the drayage contractor. It simply notifies them that your shipment is ready for loading out and provides any directions you may have on the use of a specific carrier. We strongly recommend that you pack all sensitive products immediately following the close of the exposition on Tuesday and remove them from the Pennsylvania Convention Center, or place them in the locked storage area until they are picked up for return shipment. Simply indicate on your outbound material handling order form the description and number of pieces you have checked into the locked storage area and attach the claim check. GES will not accept bills of lading prior to the close of the exhibits. Please do not attempt to turn in your bill prior to 2:00pm and make travel plans accordingly. The drayage contractor will pick up your materials from there when your entire shipment is ready for loading out. Remember, the drayage contractor cannot assume responsibility for any material left unattended in your booth during the dismantling process. Stay with your materials until picked up.
29. How Should I Evaluate My Exposition Participation?
Start with a review of your exhibiting goals (Question 7) and analyze how successful you were in reaching the specific (measurable) targets you set. Invest time with your booth staff immediately following the exposition and record their observations and recommendations. It will pay enormous dividends later. Ask the following questions:
- What could we do differently to improve our performance next time we exhibit?
- What areas need more preparation?
- How effective was our exhibit in terms of layout, location, traffic flow, and demonstrations?
- How effective was the booth staff, the schedule, the training, the pre–show meeting?
- Which products attracted the most attention? The least attention?
- What response did we get to our pre–show promotion? How can we improve future promotions?
- How many leads did we collect? How qualified were they? Who is following up and how?
- Which of our competitors also exhibited? What was their key message or theme?
The answers to these and other questions should help you determine the success of your exhibit program.
30. Can I reserve my 2009 exhibit space before leaving this year’s show?
Yes! The 2009 Midwinter Meeting and Exhibits will be held January 23–28 at the Colorado Convention Center, Denver, CO. Exhibitors are encouraged to complete a contract before leaving this year’s Show to ensure their position in the initial space assignment procedure. You may reserve a specific amount of exhibit space and configuration, but not a specific booth location. Since space assignments are made on a strict seniority/receipt of application basis, specific booths will not be confirmed until May following the initial space assignment procedure.
Additionally, if you haven't already reserved your booth space for the 2008 Annual Conference, being held June 28 – July 1 at the Anaheim Convention Center, in Anaheim, CA, you can do so in Philadelphia, or visit http://exhibitors.ala.org/index.html for information on the Annual Convention.
Please stop by the Exhibits Office on–site and speak with the HEI Exhibits Management Team regarding your participation in future ALA Shows.
In Conclusion
We hope you have found this information helpful in preparing an exhibit program for the ALA Midwinter Meeting. If there are important areas we did not cover, or specific questions you would like to see addressed in greater detail, let us know. Your input is vital in helping us to produce an event that is efficient, productive, and profitable.
Thank you for your participation and support.
Hall–Erickson, Inc.
ALA Midwinter Meeting Exposition Management
ala@heiexpo.com
