WEBINAR #5: Preparing for the 58 th ASTRO Annual Meeting ... · WEBINAR #5: Preparing for the 58th...
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WEBINAR #5: Preparing for the 58 th ASTRO Annual Meeting & Exhibition
Transcript of WEBINAR #5: Preparing for the 58 th ASTRO Annual Meeting ... · WEBINAR #5: Preparing for the 58th...
WEBINAR #5: Preparing for the 58th ASTRO Annual Meeting & Exhibition
Shirley D. Harris, CEM
Senior Manager Exposition Operations
SPARGO, Inc.
Phone: 703-679-3953
Email: [email protected]
Stephanie Houck, CEM
Director Exposition Operations
SPARGO, Inc.
Phone: (703) 679-3972
Email: [email protected]
Items to Review Today
• Before You Arrive in Boston • Upon Arrival at the Boston Convention and Exhibition Center • During the Meeting • Security Tips • Exhibiting Tips • Post Meeting • Frequently Asked Questions
Before You Arrive in Boston Exhibits Schedule: Exhibit Installation Hours: Wednesday, September 21 8:00 a.m. – 5:00 p.m. Thursday, September 22 8:00 a.m. – 8:00 p.m. Friday, September 23 8:00 a.m. – 8:00 p.m.
Saturday, September 24 8:00 a.m. – 8:00 p.m. Please note: All inbound exhibit material and equipment is specifically targeted by booth number.
Please review the target freight Floor Plan for your specific date and time.
Exhibit Hours: Sunday, September 25 10:00 a.m. – 5:00 p.m. Monday, September 26 10:00 a.m. – 5:00 p.m.
Tuesday, September 27 10:00 a.m. – 5:00 p.m. *
*Exhibits close on Tuesday, September 27 at 5:00 p.m. All exhibits must remain fully intact and properly staffed during published exhibit hours.
Dismantle Hours
Tuesday, September 27 5:00 p.m. – 11:59 p.m. Wednesday, September 28 8:00 a.m. – 8:00 p.m. Thursday, September 29 8:00 a.m. – 12:00 p.m.
Before You Arrive in Boston • Registration
• Be sure you have completed the registration process for your team who will be participating in the Meeting • Exhibitor booth personnel badges will be available for pickup by the designated exhibitor badge contact or individual on-site in Boston at Exhibitor Registration. • If the registration contact is picking up all company badges, make arrangements for a time and place to meet to distribute badges. • Access to the Exhibit Hall will be denied without an official 2016 ASTRO Annual Meeting badge. • Exhibitor Registration is located in the North Lobby of the Boston Convention and Exhibition Center. • Exhibitor Registration Hours: Thursday, September 22 8:00 a.m. – 5:00 p.m. Friday, September 23 8:00 a.m. – 5:00 p.m. Saturday, September 24 8:00 a.m. – 5:00 p.m. Sunday, September 25 7:00 a.m. – 5:00 p.m. Monday, September 26 8:00 a.m. – 5:00 p.m. Tuesday, September 27 8:00 a.m. – 5:00 p.m.
Before You Arrive in Boston • Hotel Information
• Be sure to bring your hotel confirmation email.
• Hotel Help Desk
• The Hotel Help Desk will be located in the North Lobby of the Boston
Convention and Exhibition Center
• Hotel Shuttle Schedule: Shuttle buses will operate between official ASTRO shuttle hotels and the Boston Convention and Exhibition Center. The service will be provided continuously throughout the day starting on Saturday, September 24, 2016, and ending on Wednesday, September 28, 2016, for anyone who has booked a room through the ASTRO Housing Center.
ASTRO 2016 Hotel Shuttle Schedule
Before You Arrive in Boston CHECKLIST • Have you placed your orders for furnishings, utilities, labor, etc? • Prepare your shipment
• Advanced Warehouse deadline is Friday, September 16 • Show site shipments may arrive starting on Tuesday, September 20 (check the targeted freight schedule)
• Confirm your appointment for 2017 space selection • Read ASTRO’s Exhibitor Rules, Regulations and Policies • Set up and hold pre-show briefing meeting with your staff to review your plans for your exhibit at the Meeting
ASTRO Before You Arrive in Boston
CHECKLIST • Create a binder with:
• Copies of your orders • Hotel Confirmations • Registration Confirmations • Insurance Documents • Shipping Manifest/Tracking Information • Return Shipping Labels • Pertinent Contact Information for onsite
Upon Arrival at the Boston Convention and Exhibition Center • Pick up and distribute badges • Go to your exhibit space and review the following:
• Your freight has been delivered and is accounted for • Furnishings, carpet have been delivered as ordered • Pick up your lead retrieval device at the Exhibitor Service Center • Utilities have been installed • Check with GES if you ordered labor for installation
• On-site Assistance:
• Lead Retrieval Desk – 617-954-3450 • Exhibitor Registration – 617-954-3431 • Housing Desk – 617-954-3434
Onsite Customer Service
GES Service Executives Welcome exhibitors • Pre-show email introduction • In-person introduction during move in • Phone number left with each exhibitor • Assigned by zone, close to each booth Quick access with etablets • Conduct booth checks • Confirm freight and furniture deliveries • Review preliminary invoice • Last minute ordering
Upon Arrival at the Boston Convention and Exhibition Center
• Empty containers/cartons
• Once unpacked and set up, place empty stickers with your company name and booth # on any items you wish to have stored until move-out • Empty stickers are available at the GES Service Desk • Return of empties can take up to 6 hours after the exhibits close
During the Meeting
• Reserve space for the 2017 Annual Meeting
• Sales office is located in the front of Exhibit Hall A
• Review any invoices that you may have while you’re still onsite • Be sure to turn in lead retrieval device at the close of exhibits (if applicable) • Make arrangements for outbound shipping • Make and/or confirm dismantle arrangements
Upon Arrival at the Boston Convention and Exhibition Center
Nothing will ruin a successful exhibit experience more than the loss or theft of expensive equipment and products. Here are some basic steps you can take to deter theft: • Empty cartons and crates are not in a “secure” area. Do not store valuables in them. • Mark all crates and cartons with your company’s name and address. • Report any lost or damaged cartons to Exhibits Management or ASTRO Security. • During booth set-up, place your products where that are visible from your working area. • After setting up your booth, conduct a visual or photo inventory of your displayed product. • Treat especially valuable goods such as prototypes as irreplaceable. If they are truly one-of-a-kind, hire security to watch your materials when the exhibits are closed. All laptop computers, tablets and other electronic devices are vulnerable to theft.
• Do not leave any purses, briefcases, or valuables behind drapes or underneath tables. This is the first place a thief will target.
Security Tips
• Always be aware of your surroundings and acknowledge anyone entering your booth. This will deter and possibly prevent any theft or damage. • At the closing of the Meeting, do NOT leave your booth immediately due to high activity on the floor, to prevent unauthorized access to your booth or property. • When your crates have been returned to your booth for move-out, make certain all items are accounted for. • During tear down, stay with your exhibit until your empty cartons are delivered and your goods are packed, sealed and properly labeled. • Always remove your badge once you leave the facility.
Security Tips
Maximizing Your Exhibit Experience A few Reminders on How to: • Engage Attendees • Obtain Customers • Establish Connections • Generate Leads
Security Tips
DO • Stand at your exhibit space and greet attendees and other exhibitors warmly • Engage attendees in friendly conversation; establish a connection • Make visitors happy they stopped by your exhibit; thank them for stopping by • Have a system for capturing, qualifying, and following up on leads • Keep your exhibit space nice and clean • Have staff in your exhibit space at all times • Have sufficient staffing to allow rest and breaks • Dress in a professional manner and wear comfortable shoes
Security Tips
Avoid these traffic-stoppers
• Distractions (eating, chewing gum, reading) • Talking or texting on your cell phone while in your exhibit space • Standing with your arms crossed • Engaging in conversation with your fellow exhibit staff when attendees are nearby
Security Tips
• Follow up on any new leads and contacts • Start a folder with information on the 2017 ASTRO Annual Meeting • Confirm all your outbound freight has been received
Post Meeting
• What do I do when I arrived at the Boston Convention and Exhibition Center?
• You must first have a badge to access the Exhibit Hall once Exhibitor Registration opens on Thursday. • Check your exhibit space to confirm freight has been received and furnishings/utilities have been delivered. • If you have ordered labor for installation through GES, check in at the labor desk in the customer service center. Labor will not automatically come to you.
• What should I bring with me to show site?
• Copies of your orders • Shipping/tracking information • Hotel and Registration confirmations • Insurance information
Frequently Asked Questions
• What is Targeted Freight?
• Materials shipped to the Advance Warehouse will be delivered to your space by EOD before target. • Materials shipped directly should be shipped to arrive at the Boston Convention and Exhibition Center on your assigned target date/time. • Materials arriving at the Boston Convention and Exhibition Center off target may be assessed an off target surcharge.
• If I shipped to the advance warehouse, when will my freight be delivered to my booth?
• Materials shipped to the advance warehouse will be in your booth by the start of your targeted freight time.
Frequently Asked Questions
• When will my carpet and furnishings be delivered?
• Carpet will be installed by the start of your targeted freight move-in • Tables will be delivered on Thursday. Chairs, trashcans, etc. will be delivered on Friday.
• Do I need to check in at the GES Service Desk?
• There is no need to check in at the service desk. • If you order labor through GES, you will need to go to the service desk to let them know you are ready.
Frequently Asked Questions
Frequently Asked Questions
• What happens to my empty containers?
• Empty stickers can be picked up at GES Service Desk/GES Service Executive. • Each container will require an empty sticker with your company name and booth #. • Make sure your container is completely empty as they will not be accessible during the Meeting. • NOTE: the return of empties can take up to 6 hours after the close of the exhibits.
• Do I need to check out at the GES Service Desk?
• No, but outbound material handling agreements must be turned in once your materials are ready for carrier pickup.
Thank you for your participation in today’s webinar!
Please contact myself or
Stephanie Houck with any questions.
Shirley Harris – Phone: 703-679-3953 [email protected]
Stephanie Houck – Phone: 703-679-3972
