Shell Schemes

Shell schemes can enhance the appearance of an exhibition by keeping the overall design of the stands the same. A combination of aluminium framework and panels of various materials, shell schemes can be supplied by specialist companies and can include a fascia board which allows company names and stand numbers to be displayed. Some panels are covered in a velcro-compatible loop nylon which allows graphics to be easily attached.

Allocating Space

Obtain a detailed floor plan of the exhibition area, including power points and telephone points. Mark on potential exhibitor spaces. Look at where the premium sites may be. Delegates will tend to congregate:

• close to the coffee serving point
• immediately opposite the entrance to the exhibition
• on the main thoroughfares

 

As exhibitors confirm their places the floor plan can also be confirmed and should be passed to the venue staff for approval. They will need to ensure that the layout meets with their Health and Safety requirements in terms of keeping emergency exits clear. The shell scheme contractors, if used, and anyone else involved in the construction of the exhibition stands, should be supplied with a copy of the floor plan.

Before the exhibitors arrive to set up, measure out the individual stand spaces and mark them up with chalk or masking tape. It may be that you are providing exhibition carpeting, in which case it may be possible to use a different colour carpeting for the stand areas to the rest of the floor.

The exhibitors should be provided with clear instructions and it can be helpful to provide them with an exhibitor pack or manual, similar to the speaker packs.

The Exhibitor Information Pack

Background Information On Your Organisation

They may be unfamiliar with the aims and objectives of your organisation and this will help them to understand ‘where you are coming from.’

Overview Of Event

The aims and objectives of the event and a very brief history if it has run before.

Details Of The Exhibition

When it will run and the number and duration of the opportunities the delegates will have to visit the exhibition.

Details Of The Conference Programme

They may have items that are pertinent to particular presentations.

Documents

Clear Directions/Map

Easy to read and accurate. The directions should include location of loading bays and details of whether vehicles will be required to move to a particular parking area after unloading.

Details Of What To Do On Arrival

Who to inform of their arrival. Include set-up times and dismantling times.

Delivery Instructions

Details of where and when deliveries can be made before the event and from where collections can be made after the event. This should include details of names, departments, etc that should be clearly marked on packages. The venue staff will be able to advise you on this.

Details Of Lunch/Hotel Accommodation

Whether lunch/refreshments will be available for exhibitors and at what cost if not complimentary.

Contact Number For Appropriate Suppliers

Itemise exactly what will be available to them in terms of furniture – tables, chairs, power points, etc – and give details of suppliers who can provide additional items.

Parking Pass

If applicable.

Contact Details For Queries

Details of how and when exhibitors can reach you, including on-site.

A Feedback Form

The opinion as to the success of the event is important from the exhibitors’ point of view as well as the delegates’ and speakers’, so give them an opportunity to be constructively critical and to relate their own experiences and suggest new topics for future events.

Making It Worthwhile For Exhibitors

Conference exhibitors do not expect to have the attention of the delegates throughout the whole event, but to make it worth their while attending you must ensure that the delegates get to see them at every opportunity. Refreshment breaks and the lunch period are the most obvious. Refreshments should be taken in the exhibition area so delegates are not drawn away from the exhibition. Nibbles and sweet treats placed on the stands will help to encourage the delegates to visit the stands. Perhaps you could serve a finger buffet in the exhibition area and have dishes of scrumptious cakes and pastries on the stands for dessert.

Delegates tend to disappear quickly at the end of the day, so if you wish to encourage them to stay and view the stands again give them some encouragement in terms of food and drink. You may be thinking that all delegates do is eat and drink all day... but in fact, they do! It is part of the whole conference ethos and as an organiser you will naturally segregate your day into feeding times.

Drawing Attention To Exhibitors

Instruct the chairperson to announce to the delegates when the exhibition will be open to them so that they have the opportunity to plan their visits to the stands. It will also help if you can spare a few minutes in the programme for a representative of each exhibiting company to introduce their company to the audience. Maximum use can then be made of the time available when delegates visit the stands. Just a couple of minutes each will suffice and help to make the exhibitors feel part of the event.