Exhibition Management

Key Operations and Contacts for Successful Exhibition Management

• Exhibition organizers may engage a transportation contractor to manage shuttle bus operations for exhibitions utilizing multiple hotels or off-site functions.
• Floral decoration for the overall exhibition and exhibitor booths is typically provided by a designated floral subcontractor, with orders placed through the exhibitor service manual.
• Destination marketing organizations (DMOs) can provide a broad array of services and support to show management, including temporary workers, event and destination information, and childcare programs.
• Destination management companies (DMCs) can also provide temporary workers, professional services, and local venue knowledge, and specialize in designing and implementing special events, tours, and transportation.
• The registration area is the participant's first stop on-site, and exhibition organizers should continually monitor wait times, crowd control, badge inventory, and all aspects of the registration process.
• Housing representatives or DMOs can assist with exhibitor and participant housing issues or changes.
• Host committees, typically formed a year in advance of the exhibition, provide specific expertise of the locality and facilities and are typically representatives of the host community's hospitality industry.
• Emergency preparedness requires a thorough threat assessment and risk analysis to create an emergency action plan, which should be distributed to the core team and emergency response team.
• A communications network is essential for an exhibition, and a master staff information guide should be reviewed and updated to include all emergency and essential contact information.
• Two-way radios or mobile phones are used for key individuals, and a communications plan is developed prior to arrival.
• Radio codes shorten and simplify communications among on-site staff, reducing radio traffic to reserve primary channels for essential communication.
• Basic rules for two-way radio conversations include avoiding negative comments, panic words, and interrupting others, and charging the radio at the end of the work shift.

Key Operations and Contacts for Successful Exhibition Management

• Exhibition organizers may engage a transportation contractor to manage shuttle bus operations for exhibitions utilizing multiple hotels or off-site functions.
• Floral decoration for the overall exhibition and exhibitor booths is typically provided by a designated floral subcontractor, with orders placed through the exhibitor service manual.
• Destination marketing organizations (DMOs) can provide a broad array of services and support to show management, including temporary workers, event and destination information, and childcare programs.
• Destination management companies (DMCs) can also provide temporary workers, professional services, and local venue knowledge, and specialize in designing and implementing special events, tours, and transportation.
• The registration area is the participant's first stop on-site, and exhibition organizers should continually monitor wait times, crowd control, badge inventory, and all aspects of the registration process.
• Housing representatives or DMOs can assist with exhibitor and participant housing issues or changes.
• Host committees, typically formed a year in advance of the exhibition, provide specific expertise of the locality and facilities and are typically representatives of the host community's hospitality industry.
• Emergency preparedness requires a thorough threat assessment and risk analysis to create an emergency action plan, which should be distributed to the core team and emergency response team.
• A communications network is essential for an exhibition, and a master staff information guide should be reviewed and updated to include all emergency and essential contact information.
• Two-way radios or mobile phones are used for key individuals, and a communications plan is developed prior to arrival.
• Radio codes shorten and simplify communications among on-site staff, reducing radio traffic to reserve primary channels for essential communication.
• Basic rules for two-way radio conversations include avoiding negative comments, panic words, and interrupting others, and charging the radio at the end of the work shift.