INTERNAL LAUNCH TRAINING: OPERATIONS

Printer Friendly Version

Printer Friendly Version

The venue provided floor plan will be customized for the Expo.

Decorator and/or Venue Needs 

(Some elements may come from venue depending on market)

• Move-in/move-out timeframe

• Decorator move-in:-8 am to 7 pm
• Sponsor move-in: noon to 7 pm
• Exhibitor move-in: 2 pm to 7 pm
• Show vendor meeting is traditionally held late afternoon the day prior to show
• Show management kiosk with lighted marquee
• Room for employee lounge
• Storage rooms
• 150-200 booth packages including: pipe and drape, 6′ skirted table, two chairs, ID sign and wastebasket
• Some custom furniture and booth enhancements required
• Entertainment stage:
  • Decor to make stage stand out
  • Elevated platform for entertainment stage
  • Chairs for entertainment stage
  • Pipe and drape for green room
  • Two tables/chairs and wastebasket for green room
• Tables and chairs for vendor lounge
• Belly tables and contest drum for sweepstake sign-up
• Three to four seminar rooms with theatre-style seating. Size range from 75-500 seats. Furnishing for each seminar rooms:
  • 75-500 chairs
  • Up to four skirted 6′ tables and wastebaskets
  • Low rise platform for speakers
  • Podium with light
  • Screen (may be provided by A/V company)
• Drayage guidelines
• Outdoor/marquee signage
• Signage guidelines
• Labor and rigging for hanging ceiling banners
• Tradeshow permit
• 500 ‘S’ hooks
• On-site labor the day of show
• Extra booth packages the day of show
• Staging area week prior to the event
• Dock guidelines
• General labor pricing
• Coordination with fire marshal

Audio Visual Needs

• Show radios
• Sponsor and exhibitors will request A/V products and labor
• Entertainment stage (provided by venue/decorator)
• Entertainment stage audio package:
  • House microphone
  • Audio package including speakers, mixer D12 monitors, boom stands
  • Laptop
  • Wireless microphone 4-pack
  • Computer audio interface
  • Management of entertainment stage—1 technician
• Management of seminar rooms—2 revolving technicians
• Meeting room equipment—quantity of three to four
  • Laptop computers
  • 96” tripod screens with skirt
  • 2500 Lumen LCD projectors
  • Wireless microphone combo packages
  • Computer audio interfaces

Electrical Needs

• Entertainment stage
• Seminar rooms
• Show management
• Vendor lounge
• Staff lounge
• Sponsors receive electrical at no charge, producer is charged
• Exhibitors pay additional fee for electrical
• Labor during set-up day
• Labor during show day

Food & Beverage Needs

• Refreshments for staff (50) during set-up day prior to show
• Continental staff breakfast (50) the morning of event
• Coffee and water for vendor lounge during show day
• Vendor box lunches (400)
• Water coolers throughout hall for attendees
• Limited use of kitchen

Printer Friendly Version

On-Site Vendors for Activation Kit

Click Here for Sample Activation Kit

Includes:

• Welcome Letter
• Sponsor & Exhibitor Information Form
• Sponsor & Exhibitor FAQs
• Current Floor Plan
• Deadlines
• On-Site Vendors
• Top 10 Tips for Exhibitors
• Social Media Quick Tips
• Contact Information

Click Here to Download Excel Worksheet

Click Here to Download Excel Worksheet

 

 

 

 

 

 

 

 

30 Days Pre-Launch

• Utilize co-branded Chicago Tribune/SAE logo for internal launch materials
• Develop sponsor/exhibitor ad sizes & deadlines
• Develop the internal process for sales tracking status
• Select venue
• Build out preliminary floorplan
• Determine number of seminar rooms
• Establish seating capacity of seminar rooms
• Comprehensive operations timeline

30 Days Post-Launch

• Finalize activation kit
• Baseline P&L
• Scope and size of the Entertainment stage

60 Days Post-Launch

• Distribute the sponsor/exhibitor activation kit as contracts are submitted
• Floorplan update
• Decorator RFP
• Venue RFP-furnishings
• Process for gathering/managing sponsor logos for all materials and media elements

Six Months Pre-Event

• Floorplan update
• P&L update
• Audio/visual RFP
• Electrical RFP
• Food & beverage RFP

Five Months Pre-Event

• Floorplan update
• Signage RFP

16 Weeks Pre-Event

• Floorplan update
• P&L update
• Signage templates and process

12 Weeks Pre-Event

• Update floorplan
• Gather info forms of sold sponsors/exhibitors

8 Weeks Pre-Event

• Floorplan update
• P&L update
• Update signage overview

4 Weeks Pre-Event

• Floorplan update
• Submit approved signage

3 Weeks Pre-Event

• Floorplan update
• P&L update
• Submit approved signage

2 Weeks Pre-Event

• Floorplan update
• Submit approved signage

Event Week

• Floorplan update
• P&L update
• Signage review

Printer Friendly Version