Welcome to the ASHRM Annual Conference : Know Before You Go A guide for ASHRM Exhibitors
Attendee Demographic
Trade Show Management Team Amanda Strombeck Industry Alliance Manager astrombeck@smithbucklin.com 312-673-4844 Nick Schuette Industry Alliance Coordinator nschuette@smithbucklin.com 312-673-4974 Caitlin Schmierer ASHRM Exhibits and Sponsorship Manager cschmierer@smithbucklin.com 312-673-4743 Katarina Noelke ASHRM Exhibits and Sponsorship Coordinator knoelke@smithbucklin.com 312-673-5631
Booth Package Booth 8 ft. black drape back wall, 3 ft. black drape side rails, identification sign 24-hour perimeter security guard service Daily cleaning of aisles and common areas Badges (4) Exhibitor badges for first 100 sq. ft. of booth space (2) Exhibitor badges for every 100 sq ft. of booth space thereafter (1) Full Conference badge per company Pre-show attendee list for mailings Exhibitor listing in mobile app
Frequently Asked Question 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. 7
Booth Set-Up 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. If you are caught violating the rules you will have to pay for booth labor at The Expo Group service center
IAEE Rules & Regulations ASHRM follows the booth height guidelines published by the International Association of Exhibitions & Events (IAEE) Refer to the full IAEE Rules & Regulations in the Exhibitor Services Manual Questions about booth height guidelines? Contact ASHRM Show Management at 312-673-5631 or ASHRM@smithbucklin.com.
Exhibitor Services Manual View online at www.theexpogroup.com Login on the top right hand corner and choose Exhibitor 10
Exhibitor Services Manual Show ID: 201604007 Password is emailed directly from The Expo Group 11
Exhibitor Services Manual If you have questions on the Exhibitor Services Manual, contact your Personal Account Manager: Tiffiany Osemwota TOsemwota@theexpogroup.com 972.751.9128 12
SC10 Convention Center WiFi Complimentary WiFi will be available in the meeting spaces and in the foyer however will not be accessible in the Solution Center. Visit the Exhibitor Services Manual for pricing on purchasing internet for your booth.
Slide 13 SC10 Change to in the foyer Schmierer, Caitlin, 9/11/2018
Lead Retrieval Looking for full contact information for attendees? Advance Lead Retrieval pricing cut-off date: Friday, September 28 14
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 dock for your carrier to unload Ship early before October 3 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. 15
Frequently Asked Question 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 3 to avoid any fees. Shipping labels are included in your Exhibitor Services Manual. 16
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 17
Tips for Shipping! 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 MUST know 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 with weight, # 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. 18
Convention Center Music City Center 201 5th Ave S, Nashville, TN 37203
Solutions Center Floor Plan 20
Solutions Center Schedule 21
Promote Your Presence at ASHRM Exhibitor Marketing Kit (e.g. exhibitor logo) Visit our Exhibitor Resource page at ashrm.org Join ASHRM Social Communities Facebook, LinkedIn, Twitter (#ASHRM2018, @ASHRMAHA) Pre-show Attendee List Face-to-face meetings with clients Consider on-site marketing opportunities 22
Come Prepared for 2019 Space Selection ASHRM s 2019 Annual Conference space selection taking place onsite in Nashville at 2018 ASHRM Conference Information regarding 2019 space selection has been sent to your primary contact. The space application along with the rules & regulations has been sent to your primary contact. Please view the floorplan online at the Solution Center Resource page here: http://floorplan.smithbucklin.com/fxfloorplan/19ashrm/ exfx.html#floorplan 23
Onsite Assistance Show Management Office will be located in the back of the Solution Center. The Expo Group Service Center will be located at the back of the Solution Center 24
ASHRM s Annual Conference and ASHRM Academy 2019 ASHRM Academy April 1-4, 2019 Phoenix, AZ ashrm.org
Questions? 26
Thank you! Questions? Please email ASHRM Show Management at ASHRM@smithbucklin.com.