Pre-show Conference CallRachel GottliebMarketing Associate

Topics

• Show Specifics

• Show Arrival

• Tradeshow Shipping Crate

• Putting Up the Tradeshow Booth

• Tradeshow DON’TS

• Packing Up After the Show

• Post Show Info

What’s in the Pre-Show Packet?

• Packet sent to the tradeshow leader (Barb)– Venue information (name, address, directions, maps)

– Hotel info, nearby restaurants, cab companies, etc.

– Information from tradeshow management

(show hours, rules, floor map, etc)

– Confirmations & receipts for all show orders

– Shipping labels

– Completed Roadway bill of lading

WESTEC 2008

• March 31 – April 1 – Los Angeles Convention Center (Kentia Hall)

• Tradeshow leader: Barb Glover

• Show hours: Mon 9a – 5p Wed 9a – 5pTues 9a – 5p Thurs 9a - 2p

• Attendees: West Coast manufacturing buyers

• Curbell’s material focus: Vespel & engineering plastics

• Invitation letters were sent to visitors to Curbell’s booth at WESTEC 2007

Arrival at the Show

• Set-up: March 28-30 from 8am - 4:30pm

• Check in with show management, pick-up your exhibitor “badge”

• Go straight to booth #5330 to set up

• If crate is missing:

– CONTACT ROADWAY IMMEDIATELY

• Jackie Minich, Curbell’s Roadway Rep (716) 667-3710

– Contact marketing ASAP

QUESTIONS?

Rachel Gottlieb 716.667.3377, x446

Sara Calarco 716.667.3377, x454

IMPORTANT NOTE:

Since you can not store this

crate in the booth space,

you will have to wait for

tradeshow management to

return it after the show

closes.

Schedule flights accordingly.

Opening the Tradeshow Shipping Crate

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Start by removing the 2 straps from the crate.

Step 1: Straps

DO NOT LOSE STRAPS!

The straps are the only thing holding the lid on the

crate during shipping.

(actual straps may be different than those pictured)

!

1. Release straps by pulling metal bar and lifting the handle towards the strap.

2. Unhook from rings

Once the straps have been removed, you can slide the lid off the top of the crate

Step 2: Lid

WATCH FOR SPLINTERS!!

When unpacking the

crate, save the

packing bubbles.

You’ll need them when

packing up after the

show. Without it, the

crate’s contents will

get jostled around

during shipping and

most likely be

damaged.

After the lid is gone, slide 2 pieces of the front wall out.You can now easily access the contents of the crate.

Step 3: Front Wall

Step 4: Storage

• Once the booth is set up, you can

put all empty bins & boxes into the

crate for storage.• Close crate back up for storage• Show management usually supplies

“EMPTY” labels with company

name and booth number.• Let show management know when

you are “empty.”• The crate will be removed by show

management for storage during the

tradeshow.• At the end of the show, the crate

will be returned to the booth for

packing.

!REMEMBER

Remember to SAVE THE PACKING MATERIALS to ship the crate back to corporate.

Step 5: Re-Packing

SECURE THE STRAPS FOR SHIPPING!

1. Once everything is back in the crate, slide the 2 front panels into place.

2. Cover by sliding the lid back on top of the crate.

3. Secure the straps for shipping:

• Hook the straps onto the rings at the

bottom of the crate

• Wrap the strap over the lid of the crate

and slide the loose strap down into the

handle

• Lift the handle up and down repeatedly

until the strap is tightened.

Ordered Items & Services

• All confirmation #s and receipts should be in the pre-show packet sent to Barb Glover.

• Furniture Orders: 2 stools, one 4’ draped table, one 6’ draped table, wastebasket

• Extra carpet padding

• 4 days booth vacuuming

• Electric Ordered: 120V, <500 Watts

• Electronic Lead retrieval / badge scanner

Crate Contents & Display Requirements• Pallet knife

• 2 big boxes = tradeshow booth

• Literature rack (see picture)

• Material samples

• Curbell literature

• Vendor literature

• Ladder (in case needed for set-up, tear-down)

• Easels (display our vendor logos)

• Tradeshow banner (black case)

• Plastic bin with candy, bowls, spare light bulbs, extension cord, power strip, pens, surface cleaner, paper towels, etc.

Putting up the Tradeshow Booth

QUESTIONS?

Rachel Gottlieb 716.667.3377, x446

Sara Calarco 716.667.3377, x454

IMPORTANT NOTE:

Be sure to plug in the power strip before

you set up the booth to avoid having to

maneuver behind the booth later.

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Open each of the display cases

Step 1: Unpack

Contents: Magnetic Channels (7) • Lights (5) • Graphic Panels (4 + 2 End Panels) • Light Cord (1) • Booth Frame (1)

Magnetic Channels Lights Graphic Panels Light Cord Booth Frame(beneath plastic tray)

Yellow clips should face the back of the booth.

Yellow knobs are on the floor (bottom, not top)!

Pull the frame outwards and let it expand until it has reached its full size

Step 2: Frame

The frame is stored in one of the inner cylinders of the booth cases

Step 3: Connectors

HELPFUL HINT

In order to reach the connectors at the top, gently lean the booth backwards and you should be able to reach without a ladder!

Attach the connectors1. Pull back the yellow piece on the connector2. Snap the two black pieces together3. Release the yellow piece

Step 4: Channels

Attach the channels

1. Snap the hole in the channel over the plastic peg on the frame (the top of the channel is the end that is squared off)

2. Work your way down the channel snapping each piece in as you go

3. Continue until you have attached all 7 channels (5 on the front, 2 in the back)Slide the hole in the channels from below

up around the pegs on the frame.!

Step 5: Graphics

HELPFUL HINT

If you’re having trouble lining up the graphics, move the frame around to contract or extend the curve of the booth. !

Put up the graphics

1. Remove the panels from their bags, being sure to save the bags

2. The panels hook onto the metal pegs at the top of the channels, then attach to the magnets

3. Continue attaching the panels one at a time, adjusting them as necessary so the graphics line up

Attach the end panels

Step 6: End Panels

1. Attach one side of the end panel to the

last channel on either end of the booth

2. Hook the other side of the end panel to

the channel on the backside of the booth

3. Once the top is secure attach the magnets

down both sides

!HELPFUL HINT

In order to avoid having the top of the panel pop off it is helpful to have one person continue to hold the top and let the other person attach the rest of the magnetic strip

Each light snaps into the top of a channel

There are extra light bulbs if needed.!

Put up the lights

Step 7: Lights

1. Each light snaps into the top of a channel

2. There are round metal pieces on the base of the light that slide and snap into the black pieces on the top of the channels

3. The lights will all plug into the cord that is in the top of the booth case – you can plug them in before or after you attach the lights to the booth

Your completed booth should now look like this

GRAPHICS WILL VARY BY SHOW!

QUESTIONS?

Rachel Gottlieb 716.667.3377, x446

Sara Calarco 716.667.3377, x454

Putting up the Tradeshow Banner

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1. Unhook the connector pin2. Remove the cap3. Remove banner from case

Open the Case

Set up Banner Base

1. Rotate the base of the banner so it stands on its own2. Remove the pole from the side of the banner stand3. Assemble pole

Expand the banner

1. Attach the rod to the hook on the end of the fabric2. Pull the graphic up with the pole (Stand on the base while extending the graphic)3. Place the opposite end of the pole into the hole of the stand

Banner Should Look Like this

When putting the banner away, slide it into the base slowly to make sure it goes in straight.

(Banner graphics will vary by show)!

Tradeshow DON’Ts

• DON’T sit– You look lazy!

• DON’T smoke, drink, or eat in the booth– You don’t want to get caught with your mouth full!

• DON’T talk on your phone– If it is an absolute emergency call, leave the booth

• DON’T enter other booths– Friends OR competition!

• DON’T hand literature to everyone you see

Pack Up After the Show

1. Take the graphics down and put them into their individual bags

2. Re-roll graphics image side out, roll only one panel at a time

3. Take the lights down and replace in box (refer to picture in box to see how they fit best)

4. Remove the channels from the frame, fold up, and put away in the case

5. Undo the connectors, take the frame down, and put in case

Re-roll the graphicsIMAGE SIDE OUT

Take the channels off the frameSTART AT THE BOTTOM Put channels away in the

case

IMPORTANT…IMPORTANT

Re-roll graphics image side out, roll only one panel at a time!!

IMPORTANT… IMPORTANT…

• Notes about packing the booth:

– One set of tradeshow graphics costs approximately $4000 to replace. In order to keep your branch from being charged for damaged graphics, please remember the following:

• Roll the graphic panels image side-out

• Roll the graphics one at a time

• Only 2 panels per case

• Pack the crate carefully, as if you were going to be the one unpacking it!

When the Show is Over

• DO NOT START PACKING until the show is officially closed (2pm on Thursday)

• Show management will return empty crate

• Bring Roadway bill of lading to show management

– Important to use the Roadway bill of lading, not show’s preferred carrier. Our contract with Roadway reduces cost.

– Completed Roadway bill of lading is provided in info packet.

– Roadway pickup is already scheduled

• Check out with show management and settle any outstanding costs (should be none)

Post-Show: LEADS

• DO NOT DISTRIBUTE LEADS AMONG BOOTH STAFF.

– You will get your leads after they are entered electronically and marketing has sent post-show mailers!

– Tradeshow leader to present leads to admin immediately

• Admin

– (Within one day after show!)

– Enter handwritten notes, etc. into spreadsheet

– Send file to marketing to use for post-show mailers

• Send original form (USB drive) to Rachel at corp.

Your Feedback

• You will receive a post-show worksheet from Rachel

• Please provide feedback within one week.

• New customer as a result of show? Let us know.

• Let marketing know if a future big sale is a result of a tradeshow contact.

Questions?

• This was a new conference call presentation. After the show, please let me know if there was anything at the show that should have been included in this presentation.

THANKS!

Have a great show!