Welcome to the ASHRM Annual Conference & Exhibition

Transcription

1 Welcome to the ASHRM Annual Conference & Exhibition A guide for ASHRM Exhibitors

2

3

4 Solution What? Solution Center! Same content, new name. Exhibitors Search for Solutions 4

5 ASHRM Annual Conference & Exhibition Trade Show Management Amanda Strombeck ASHRM Exhibits Sales Manager Caitlin Schmierer ASHRM Exhibits and Sponsorship Manager Katarina Noelke ASHRM Exhibits and Sponsorship Coordinator

6 ASHRM Overview Personal the American Hospital Association. Nearly 6,000 members representing risk management, patient safety, insurance, law, finance and other related professions.

7 ASHRM s Annual Conference & Exhibition and ASHRM Academy 2017 ASHRM Annual Conference & Exhibition October 15-18, 2017 Seattle, WA ashrm.org 2018 ASHRM Academy April 23-28, 2018 New Orleans, LA ashrm.org

8 ASHRM Annual Conference & Exhibition Attendee Profile

9 IAEE Rules and Regulations ASHRM follows the booth height guidelines published by the International Association of Exhibitions and Events (IAEE). Refer to the full IAEE Rules and Regulations in the Exhibitor Services Manual. Questions about booth height guidelines? Contact Katarina Noelke at or

10 Can I set up my own booth? Yes, if.... You can complete set-up in less than 30 minutes You do not use any tools to complete the set-up No more than 1 full time employee is setting up Otherwise, No. Union rules in Seattle are tough and there will be a union steward on the exhibit floor during set-up If you are caught violating the rules you will have to pay for booth labor at the service center 10

11 5 Ways to Save Money 1. Order booth services and furnishings before The Expo Group discount deadline (Monday, September 11). 2. Plan out your booth in advance to avoid ordering anything onsite, as the onsite fees are quite high! 3. Book your flight and housing in advance to secure better rates. 4. Bring your own vacuum! 5. Take advantage of every exhibit hall hour! 11

12 Will you meet with your team? Only 26% of exhibitors conduct training, with over 50% rarely or never holding exhibit staff training sessions. 12

13 Booth Package 8 ft. high back wall, 3 ft. high side rails, identification sign, 24-hour perimeter security guard service, and daily cleaning of aisles and common areas 4 exhibitor badges per 100 sq. ft. of booth space 1 full conference registration per company Pre-show mailing list of all attendees 50 word exhibit listing in onsite program and mobile app 13

14 Convention Center - WiFi Complimentary WiFi will be available in the meeting spaces and the atrium by registration however will not be accessible in the hall. Visit the Exhibitor Services Manual for pricing on purchasing internet for your booth. 14

15 Lead Retrieval Looking for full contact information for attendees? Advance Lead Retrieval pricing cut-off date: Friday, October 6 15

16 Exhibitor Registration Visit: service_center.cfm Login: Address Password: System Generated Password Exhibitor Registration launched in mid-july Please call the ASHRM primary line at for any questions you may have regarding registration and be sure to mention that you are an exhibitor 16

17 Registration Questions? Contact Tracie Berglund at for: Switching registrations to a different person Editing current registrations Cancelling registrations Adding on to a registration Payment questions/need a receipt 17

18 Exhibitor Services Manual View online at Login on the top right hand corner and choose Order Services 18

19 Exhibitor Services Manual Show ID: Password is ed directly from The Expo Group 19

20 Exhibitor Services Manual Please allow up to seven (7) business days to receive your login information after submitting your contract to exhibit. If you have questions on the Exhibitor Services Manual, contact your Personal Account Manager: Stephanie Garcia

21 Solutions Center Schedule Exhibitor Move-In Saturday, October 14 8:00a.m. 5:00 p.m. Sunday, October 15 8:00 a.m. 3:00 p.m. Solutions Center Hours Sunday, October 15 5:00 p.m. 7:00 p.m. Monday, October 16 7:30 a.m. 9:00 a.m. 11:30a.m. 1:30 p.m. 4:00 p.m. 6:00 p.m. Tuesday,October 17 11:30 a.m. 2:00 p.m. Exhibitor Move-Out Tuesday, October 17 2:00 p.m. 9:00 p.m. 21

22 Shipping Advance Warehouse vs. Direct to Show Site ADVANCED WAREHOUSE Advantages Can check on arrival of shipment at warehouse and solve any problems that occur en route. Ensures that your exhibit will be in your booth on the first day of set-up. No waiting time at dockfor your carrier to unload Ship early before October 2 to avoid surcharges. DIRECT TO SHOW SITE Advantages Your shipment can arrive later. Reduced handling of your materials no unloading and reloading at the warehouse. Refer to appropriate form in the Exhibitor Services Manual for rates. Disadvantages Additional material handling charges. Refer to the appropriate form in the Exhibitor Services Manual for rates- Form 15d Disadvantages Possibility of waiting time at the dock some carriers will charge you for this. Can be delayed due to weather or other factors more uncertainty. 22

23 Shipping Material Handling Material Handling is charged to exhibitors based on the weight and ease of handling your shipments. It includes all of the following: 1. Receiving your materials, either at the advanced warehouse or directly at the docks during move-in 2. Delivering to your booth 3. Removing empty containers and storing them during the show 4. Returning the empty containers to your booth after the show 5. Delivering your materials back to the dock 6. Loading for outbound shipping via your carrier 23

24 Shipping Tips! Inbound Outbound Cost Savings Use shipping labels provided in Exhibitor Services Manual two labels per piece. Provide an office address and phone number to contact in case of emergency. The person traveling to the show MUSTknow the carrier name and tracking number for your shipment Avoid using couriers such as UPS, FedEx, Airborne and DHL. These carriers deliver in bulk and receive on signature for all shipments before the shipments are accounted for. Provide The Expo Group a straight bill of lading withweight, # of pieces, classification of shipments, and detailed information. Submit an outbound Material Handling Agreement to The Expo Group. This must be completed regardless of what carrier you are using. If you re not using the official show carriers (YRC and EAX), your truck should be checked in to the marshaling yard before the deadline.if note checked in, your freight will be shipped by an official show carrier. Consolidate whenever possible! Instead of five separate FedEx shipments which result in five separate 200 lb. charges, ship together for only one charge if it is still under 200 lbs. 24

25 Exhibitor Resource Page 25

26 Marketing: How does ASHRM promote the conference? Chapter communications, meetings, and ASHRM s in-person education programs s to attendee prospects (ASHRM Sponsors also help promote the message to their contacts) Direct mail (Conference brochure [includes sponsor recognition]; and early-bird mailer) Social media (Facebook, LinkedIn, Twitter) Advertising in publications and e-newsletters 26

27 Marketing: How can you promote your company? Exhibitor Marketing Kit (e.g. exhibitor logo) visit our Exhibitor Resource page at ashrm.org Join ASHRM social communities Facebook, LinkedIn, Twitter Pre-show attendee list Face-to-face meetings with clients Consider on-site marketing opportunities 27

28 Sponsorship Opportunities Still Available Please contact Amanda Strombeck: Phone: Possible sponsorships remaining: Search for Solutions (formerly Passport to Prizes) Educational Tracks Registration Bag Inserts Taste of Seattle 28

29 Upcoming Dates & Deadlines Monday, September 11 Wednesday, October 11 * Exhibitor advance shipments accepted at the advance warehouse Monday, September 11 * Exhibitor Appointed Contractor (EAC) Notification due to The Expo Group. * Exhibitor Sponsored Hospitality / Entertainment Function Request form due to Katarina Noelke via at knoelke@smithbucklin.com. * The Expo Group 10% discount deadline for most show services Monday, September 18 * Pre-show attendee mailing list sent Wednesday, September 20 * Hotel reservation cutoff for the Sheraton Seattle and the Westin Seattle to receive the official reduced conference rate 29

30 Frequently Asked Questions Q: Where and when do I ship my booth materials? A: We recommend all materials are shipped to The Expo Group Advanced Warehouse by October 11 to avoid any fees. Shipping labels are included in your Exhibitor Services Manual. 30

31 Frequently Asked Questions Q: Are my belongings secure in the exhibit hall? A: Yes and No. Show Management will provide perimeter security during the show and additional security during movein and move-out, but is not responsible for any theft or damage to products or displays. Private booth security can be ordered for your booth. 31

32 Frequently Asked Questions Q: What will the pre-show attendee list include? A: The pre-show attendee list will include attendee name, company name, title, and mailing address. The list will NOT include address and phone number, as this is against ASHRM s privacy policy. The list will be in Excel format for your convenience. If you are interested in collecting attendee s addresses and phone numbers, consider renting a Lead Retrieval device! 32

33 Questions? 33

34 Thank you! Questions? Please Katarina Noelke at