First-time Exhibitors

Are you ready for SupplySide East 2021? As a first-time exhibitor to our event, we would like to take this opportunity to provide you with some helpful tips and suggestions. Below you will find information that will assist you as you plan for your booth and to prepare your booth staff.


Show Floor Dates & Hours

Exhibitor Move-In

April 13: 8am-5pm
April 14: 8-10am

Expo Hours

April 13: 10:30am-4pm
April 14: 10:30am-3:30pm

Exhibitor Move-Out

April 14: 3:30-7pm

*Dates and hours are subject to change.


Frequently Used Terms

Exhibitor Console: The Exhibitor Console is your starting point for all important information. You can find everything you need to Exhibit here. See below for more information on what is included and how to log in.

Exhibitor Services Kit (ESK): The Exhibitor Services Kit has many different names including ESK, Service Kit, Exhibitor Services Manual, ESM or Service Manual. Whenever any of these terms are used it is about your Exhibitor Services Kit. The ESK is where you can find rules and regulations, order booth furnishings, accessories, find shipping addresses, access important dates and deadlines and much more! 

Target Move-In: The term target refers to a specific move-in schedule for each booth. Each exhibitor is assigned a specific date and timeframe when their freight must arrive at the event or they may receive an “Off-Target” charge or have freight refused, adding to shipping expense and frustration. 

Exhibitor Appointed Contractor (EAC): An exhibitor appointed contractor (EAC) is a company other than the event general contractor or official service provider that requires access to a booth during installation and dismantling. The EAC may only provide services in the facility that are not designated by the facility as exclusive to a designated provider, or by the show organizer in a contract as an exclusive service for the general or official service provider or other 3rd party.


First Time Exhibitor Checklist


Know Who to Contact

We are here to assist you and know who to contact when you need assistance.

a. Account Managers: Contract your space, upgrade or add sponsorships, make contact or account information changes.                                             

I. List of Sales Account Managers and contact info

b. Client Services Specialists:  Questions about set-up, need help accessing your console, have questions about registering your booth staff or any time you are not sure who to ask!                                                  

I.  Client Services Specialist

c. Accounting Services:  Contact your accounting services representative when you have questions on payment or would like to make a payment over the phone              

I. InformaExhibitionsBilling@informausa.com


Hotel and Travel Options

Please note: onPeak is the only official housing provider associated with SupplySide East 2021. While other hotel resellers may contact you offering housing for your trip, they are not endorsed by or affiliated with the show. Entering into financial agreements with such companies may have costly consequences.

To contact onPeak:
• Online booking: Travel Page
• Phone: 800.388.8813
• Email: SSE@onpeak.com
 


SupplySide Connect

This is a valuable tool that fosters communication between exhibitors and attendees. There are many functions within SupplySide Connect, such as your print directory listing, online directory listing, and product listing. For more information on these features or to upgrade your opportunities, please contact your Account Manager.

You will want to update your SupplySide Connect listing as soon as possible. Your listing includes:
• Company Listing
• Contact Information
• Company Description
• Up to 50 ingredient/product/service categories
• Unlimited Ingredient/Product/Service uploads
• ‘Request Info’ Function Enabled


Exhibitor Service Kit

The Exhibitor Service Kit, also known as the ESK is your one stop guide to Show and Booth Rules and Regulations, shipping and move-in information, ordering carpet, furniture, booth services, etc. for your booth. The Exhibitor Service Kit is available at least 5 months prior to the show.

 

Success: Tips for Pre-show Preparation and Onsite Action Items
 

Pre-Show
• Have you decided your goal for the show? Is it to write orders, get brand awareness, make connections? It sounds simple but having this answer can make your show even more successful.
• Contact your customer base telling them you will be at the show and what booth your booth number is.
• Participate in the customer referral program.
• Know your Important Dates and Deadlines by setting calendar appointments for order discount deadline, mandatory booth approval form deadline and registration deadline to ensure you are saving money and have a smooth move-in. All dates can be found in the Critical Dates and Deadlines Checklist in your ESK.
Sponsorships can add that little something extra to help you stand out from the crowd. If you are interested in these opportunities, please contact your Account Manager.
• Review the Show Policies regarding Literature, Product Distribution, Rolling Carts/Bags, and Identification Policy.

Onsite
• Onsite deals - offering a deal or Show Special for any order placed onsite is a great way to have more orders placed onsite in your booth.
• Lead Retrieval - Investing in a badge scanner will help to keep track of sales leads and their contact info which will also save time and effort in the long run.
• Government issued photo identification is be required while attending the Show. It will always be required for entry to the Show. Show Management reserves the right to verify the identity of any persons accepting and/or using a Show badge. Any person found using another person's badge will have the badge confiscated and will be asked to leave the premises or correctly register.
• Meals - Make sure you have water and snacks.
• Need help onsite? - Know your Floor Manager and GES Service Executive. Business cards will be placed within your booth.
• Take advantage of educational seminars as well as events that offer onsite networking opportunities. Exhibitor Staff Badges will need to be upgraded to include the educational sessions.


Boothmanship

What is Boothmanship?

Simply put, Boothmanship is the way you conduct yourself when you are in your booth during show floor hours. It can go a long way in determining whether you have a successful show. Here are a few tips and ideas on how to make good Boothmanship work to your advantage:

• It takes only 4 seconds to make a first impression on an attendee - good or bad - and you only have 1 chance to make a first impression!
• An average salesperson in an exhibit will make 6 contacts an hour.
• 55% of communication at a trade show is non-verbal.
• 86% of what an attendee will remember about your exhibit is related to the booth staff's performance, actions and comments.
• 6 weeks after the show, attendees won't remember your booth, but they WILL remember you!

Tips for a Top-Notch Booth Staff
Attendees have expectations when they come to your booth. To be memorable, be:
• Enthusiastic
• Professional
• Knowledgeable
• Friendly
• Courteous to your "guests"

Tips for Booth Etiquette
• SMILE! Have a positive attitude. How often do potential customers make a special trip to see you?
• Carry and use breath freshener spray or small mints (Tic Tacs vs. large, bulky mints). Shy away from spicy or garlicky food and alcoholic beverages.
• Avoid chewing gum, eating, and drinking while in your exhibit.
• Keep your booth neat & tidy!
• While working the exhibit, don't sit in your booth or lean on the exhibit counters.
• Don't spend time talking on your cell phone, with booth neighbors, or to your other booth staff.
• Make eye contact; never ignore a prospect, even if you're with another prospect. (Give them a nod and "just a minute" sign). Include them into your conversation.
• Greet attendees by name. If you can't pronounce it, ask!
• Shake hands; match the strength of the other person's handshake and only "pump" twice.
• Place your watch face on the inside of your wrist to "sneak peeks".



Additional Tips

a. Exhibitor Newsletters – sent each month to all Key Contacts. Each issue contains the latest changes, booth information, sponsorship opportunities and deadlines.

b. Keep the total square footage of your booth space in mind when you order decorating items. Do not order more than will comfortably fit in your booth and allow you to do business.

c. If you have multiple locations, please complete a new and separate order for each location (booth, meeting room, etc.).

d. Take a company credit card to pay all balances due on show site and for deposits on rental equipment.

e. Work Zone - You should know that the show site and surrounding areas are active work zones. You need to be careful, and agents and representatives are present at their own risk.

f. Order Lead Retrieval system – track who visits your booth and receive a report at the end of the show.

g. Order Porter Services and Vacuuming – this is a food heavy event and trash removal and vacuuming are not included in your booth package.

h. Check out Sponsorship Opportunities – get your name in front of 3,500+ participants and improve your Priority Placement when selecting your booth next year. Sponsorship opportunities can be found by clicking here. To purchase, please contact Danica Cullins.

i. Advertise in the Natural Products Insider magazine – produces 27 digital issues and 6 print issues a year. Advertising money spent will improve your Priority Placement when selecting your booth next year. For more information, please contact Danica Cullins.

j. Invite your customers – as an exhibitor, you can invite as many customers and prospects to attend the show for $79! For more information, please contact Cassie Jensen.


Post Show

Make sure that you follow up with your booth leads within a week of the show. This will help keep your product fresh in their mind, show that you want to do business, and get your leads into the next step of the sales process.

Evaluate the event based on your goals. What worked; what didn't?


Plan for Move-Out

Move-out is often one of the most confusing and overlooked parts of trade show management. Each facility, contractor, and show come with their own unique move-out challenges. Read the Move-Out Instructions for detailed information.

Here are a few notes to get you started:

• Pre-arrange your outbound shipping with a carrier who is familiar with tradeshows.
• Plan Ahead! Contact your Client Services Specialist 6-8 weeks PRIOR to the event to discuss the move-out process if you have any questions.
• After emptying crates, place empty labels on all sides of your crates and cases. Remember to remove old empty labels. Additionally, the empty labels are sometimes color coded, so make sure you get the correct color and be sure your booth number is on each label. This will ensure no crates are lost or separated and will speed up move-out. Don’t forget to label your pallets if you need them back for return shipping. If they are not labeled, they will not be returned to your booth.
• Large shows take time for the crates, pallets and empty boxes to be returned to the booths for load-out packing. It can take 4 hours or more for empty crates to be returned to the booth, please plan your departing flights appropriately. Loose cartons and fiber cases will be returned first so you can start packing. Wooden crates and skids will be next. Material return is random and holding your empty crates during set-up will not get your crates back to you any earlier. If you hold your empties, the Floor Manager will warn you at first and then have your empties removed.
 

Additional Tips
• Keep the total square footage of your booth space in mind when you order decorating items. Do not order more than will comfortably fit in your booth and allow you to do business.
• If you have multiple locations, please complete a new and separate order for each location (booth, meeting room, etc.).
• Take a company credit card to pay all balances due on show site and for deposits on rental equipment.
• Work Zone - You should know that the show site and surrounding areas are active work zones. You need to be careful, and agents and representatives are present at their own risk.


Have Questions?

Exhibiting for the first time can be a lot to take in sometimes! Don't worry - we have a whole team to help. 

  • Contact your Account Manager for any questions on your booth contract, booth move possibilities, and sponsorship/advertising opportunities. 
  • Contact your Client Services Representative for any questions on the exhibitor service kit, booth ordering, move-in & move-out information.  

For any further questions on exhibiting or sponsoring, please contact Danica Cullins, VP Sales, at danica.cullins@informa.com.