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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.