Trade Show Chairman

Duties and Responsibilities:

• Attend previous year’s trade show. Preferably serve on previous year’s Trade Show Committee initiating booth sales for upcoming year.

• Establish booth rental price based on number of booths to be sold. Decide whether or not to offer a discount for meeting a certain registration deadline. Decide whether or not to offer a reduced rate for multiple booths. Decide whether or not to increase booth prices after a certain deadline. Decide what to include in booth price (i.e.: lunch tickets, membership directory, invitation to special events, etc.). All must be approved by Board of Directors.

• Receive vendor mailing list from previous year’s chairman as well as copies of all trade show documents.

• Change documents to correspond with the current year’s show (i.e.: date, location, etc.)

• Print trade show documents/applications/contracts for mailing (approximately 1000 sets).

• Coordinate with the appropriate person (s) placing the trade show documents on the Association’s web site.

• Contract with decorator (Excel Decorators has been used in the past). Consider multi-year contract for possible cost savings (must be approved by the Board of Directors).

• Determine colors for trade show as well as the entrance archway decor.

• Arrange security.

• Arrange insurance. Usually only required if trade show is at a location other than the host hotel.

• Submit floor plan to fire marshal for approval (may be handled by decorator).

• Send out invitations to participate to vendors; Initial mailing should be sent by the end of October; Follow-up mailing in February.

• Receive applications and agreements for booth rentals, payment of fees, etc., assign booths, forward fees to Treasurer.

• Provide copies of all booth assignments to decorator.

• Develop, print and mail trade show pamphlets/invitations to selected members (particularly those in the geographical area of the conference) to assist in soliciting trade show vendors as well as attendees.

• Provide for refreshments before and during the trade show.

• Arrange for trade show luncheon determining how many tickets will be provided per booth and the estimated number of attendees. Establish sale price for extra tickets.

• Send the schedule of events, invitations, copy of executed contract, receipts, etc. along with reminder about set up time, to vendor no later than March 1.

• Coordinate with the Vendor Seminar Committee the Vendor Seminar usually held in conjunction with the trade show.

• Promote seminar by including invitation in vendor registration packet.

• Coordinate sponsorships with Corporate Sponsorship Committee.

• Arrange for signage if applicable.

• Decide whether or not to conduct a vendor survey of those vendors in attendance (every other year is a good rule of thumb).

• Decide whether or not to have a validation system of booth visitation.

• Arrange for radios/cell phones for committee members on day of show to ease communication.

• Prepare trade show directory, including booth layout, booth assignments and vendor names. Print appropriate number for vendors’ and members’ registration packets.

• Set up booth headquarters and coordinate activities on day of show such as prize giveaways.

• Arrange for help on day of show to collect lunch tickets, assist with prize giveaways, etc.

• Prepare name tags for vendors (coordinate with Membership Chairman). Purchase all necessary supplies (i.e.: name tag kits, "Exhibitor" ribbons, etc.).

• Prepare registration packets for all exhibitors to include items such as membership directory, name badges, lunch tickets, trade show directory, etc.

• Initiate innovative ideas to allow for more vendor participation if booth space is limited such as a luncheon table sponsorship.

• Provide assistance to vendors and be available during entire set-up time as well as during the entire show.

• Assure all necessary supplies are available at vendor registration booth: extra lunch tickets, receipts, cash box, pens/pencils, markers, extra directories, plenty of extra name badges, clipboards, etc.

• Provide a floor plan, and a list which includes all exhibitors and booth numbers (Alphabetical and numerical).

• Conduct ribbon cutting ceremony.

• Provide updates on the trade show for the newsletter.

• Attend all Board Meetings and keep Board informed of budget requirements, schedule of events, etc.

• Send thank you letters to all participants no later than June 1^st, unless they are included in the vendor registration packets.

• Contact prior year’s chairman for input and tips.

• Provide information, tips, guidelines, and suggestions regarding any other related duties of the committee to the Officer Guidelines Committee Chairman for the inclusion into the Officers Manual.

Back to Table of Contents