The Elements of a Successful Exposition Determine the Objectives of the Exposition: What Exhibits and Program sessions are appropriate? Who will be the Exposition attendees? What products/services are of interest to the attendees? How much income do you hope to realize to cover the expenses? (this will determine the number of Booths to set as the goal) How much exposure does the event wish to generate? Site Selection: (To be coordinated with Host Facility) How much exhibit space will be needed? How many meeting rooms will be needed? What is the total anticipated attendance? Facility location - transportation arrangements needed? Guest room rates - reasonable, attractive for vendors, confirmation support offered by Host Hotel? Does the exhibit space have easy access? Is there a rental for exhibit space? If so, is it reasonable? Available floor plan of the exhibit area? Available equipment and services for exhibitors? Workable labor situation, easy shipping procedures? Can a workable exhibit time schedule and calendar be done? Can a workable meeting (seminar) time schedule be set up? Availability of guards, watchmen, doormen, drayage, decorations, audio visual equipment, etc.? Proper insurance, liability agreements? Observance of local building regulations? Are the exhibits within union contract agreements? What are the exhibit area limitations? Does the facility provide/rent tables and chairs for exhibits? Is there growth potential for future years? Exhibitor Promotion - Let the exhibitor know what can be expected from the audience and the Host facility (cite strong reasons why he should participate in the EXPO). Information to be given to the Exhibitor: EXPO's location Dates (well in advance) Exhibit management company name Exhibit space details Booth layout Product and service display-types being solicited Utilities required Program advertisement or available sponsorships Drayage forms sent out 180 days in advance for completion Exposition Promotion and Publicity - Attracting an audience is crutial to the success of the Exposition, and necessary if our vendors are to return in the future. BEGIN THE PLANNING: Establish a timetable Determine Objectives targeted attendance targeted scope of media coverage if applicable Establish a working budget PROMOTION: Outline and schedule mailings Obtain literature and photographs from suppliers (products being shown, incentive giveaways, call for papers, etc.) Solicit cooperative promotion from suppliers - for exposure Write/design promotional materials, or contract specialists Draw up mailing lists Code mailings Identify attendance grabbers (special persons or items of interest) PUBLICITY: Determine media closing dates (best days of week, best times of year, special editions) Draw up media lists and target press releases Write and send press releases and photographs Follow up release mailings with phone calls Plan media events (check other scheduled events in region, send media invitations two weeks prior to event - follow up with phone calls two days prior to event). Schedule interviews of live appearances by speakers, VIP's targeting media. Assemble press kits (obtain copies of speeches, include copy of programmed events, speaker bios, etc. highlighting newsworthy events of Conference/ Exposition). Set up a newsroom (brief staff on duties) and provide newsroom supplies. Arrange for in-house photographer FOLLOW-UP: Evaluate results and effectiveness of mailing lists and publicity efforts Draw up lists for future use Send thank you letters