Podcast
Questions and Answers
What is the role of a transportation contractor in exhibition management?
What is the role of a transportation contractor in exhibition management?
What should the exhibition organizer do to ensure on-time shuttle bus performance?
What should the exhibition organizer do to ensure on-time shuttle bus performance?
What can DMOs provide for exhibition management?
What can DMOs provide for exhibition management?
What is the role of DMCs in exhibition management?
What is the role of DMCs in exhibition management?
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What is the responsibility of the exhibition organizer or identified staff during the registration process?
What is the responsibility of the exhibition organizer or identified staff during the registration process?
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What can temporary workers hired through a DMO or third-party vendor do during the registration process?
What can temporary workers hired through a DMO or third-party vendor do during the registration process?
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What can the show organizer modify based on the daily summary report by registration type?
What can the show organizer modify based on the daily summary report by registration type?
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What is the purpose of host committees for exhibitions?
What is the purpose of host committees for exhibitions?
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What should be included in the master staff information guide for exhibitions?
What should be included in the master staff information guide for exhibitions?
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How is electronic communication equipment assigned for exhibitions?
How is electronic communication equipment assigned for exhibitions?
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What is the role of the public relations person from the local DMO in exhibitions?
What is the role of the public relations person from the local DMO in exhibitions?
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What should be reconfirmed and included in the on-site orientation for exhibitions?
What should be reconfirmed and included in the on-site orientation for exhibitions?
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What is the purpose of food and beverage events sponsored by the host city for the next exhibition?
What is the purpose of food and beverage events sponsored by the host city for the next exhibition?
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Study Notes
Key Services for Exhibition Management
- Transportation contractors can be hired to manage shuttle bus operations for exhibitions utilizing multiple hotels and/or off-site functions
- The exhibition organizer should communicate with the transportation contractor to ensure on-time shuttle bus performance and enough staff for traffic control and VIP assistance
- A designated floral subcontractor provides floral decoration for the overall exhibition and for exhibitors who can order through a form in the exhibitor service manual
- A delivery schedule and person to supervise floral arrangements for entranceways, staging, registration areas, and special events should be identified
- Destination marketing organizations (DMOs) can provide event and destination information, assist with registration desk functions, secure temporary workers, and plan off-site activities, tours, and childcare programs
- DMO account representatives should be included in pre-show planning conferences and the event's pre-con meeting prior to set-up
- Destination management companies (DMCs) can also provide temporary workers, professional services, and knowledge about local venues, and design and implement special events, tours, transportation, and guest activities
- DMCs can provide childcare programs for exhibitions with large family attendance either at the convention center or off-site
- The exhibition organizer or identified staff should continually monitor wait times, crowd control, system equipment, badge inventory, and all aspects of the registration process
- Temporary workers can be hired through a DMO or third-party vendor, such as a DMC, to direct registrants, issue badge credentials, and serve as cashiers
- Daily management of the registration staff includes training and scheduling, monitoring attendee flows, answering questions, and ensuring that computers stay in working order
- A daily summary report by registration type allows the show organizer to modify food and beverage orders and adjust room set-ups based on actual attendance data, and the registration vendor generally provides a system for exhibitor lead retrieval.
Managing Exhibitions: Key Contacts, Emergency Preparedness, and Communications
- Exhibitions often have on-site housing representatives to assist with reservation issues or changes.
- Host committees are formed a year in advance and include representatives from the hospitality industry, DMO staff, and local officials.
- Emergency preparedness plans should be developed through a thorough threat assessment and risk analysis and distributed to key staff members and emergency response teams.
- A communication network is essential for exhibitions, and a master staff information guide should be reviewed and updated regularly.
- The guide should include emergency contact information, vendor contacts, emergency contacts, staff schedules, attire policies, and more.
- Electronic communication equipment is assigned based on the size of the exhibition, and the plan is developed prior to arrival.
- Radio codes are used to shorten and simplify communication among staff and reduce radio traffic.
- Basic rules for two-way radio conversations include moving to an alternate channel for lengthy conversations, avoiding negative comments, and charging radios at the end of a shift.
- Representatives from the host city for the next exhibition often sponsor food and beverage events to promote their destination.
- The public relations person from the local DMO can provide lists for local media and assist with press releases and local media coverage.
- The exhibition organizer should review contracted provisions for contractors and ensure coverage for breaks and lunch.
- A staff schedule should be reconfirmed and included in the on-site orientation to ensure individuals are present at various locations.
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Description
Are you an exhibition management pro or just starting out in the industry? Test your knowledge on key services for exhibition management with this quiz! From transportation contractors to registration staff management, this quiz will cover the essential services needed for a successful exhibition. Brush up on your skills and learn something new with this informative quiz.
