Prepared by:

COLLABORATE 18

Tradeshow Webinar

Onsite Exhibitor Information and Strategies

Best practices, onsite logistics and

other pertinent info will be covered

for your onsite team. April 3, 2018

IOUG, Quest, OAUG

@IOUG

@questusergroup

@collab_oaug

#C18LV

Webinar Agenda

• General Information

• Planning

• Social Media

• In Bound Marketing

• Strategies and Quick Tips

Webinar Housekeeping Items

• All attendees will be on mute for the duration of today’s call.

• If you have any technical issues or questions, please type those in the Q&A box

in your control panel.

• Your questions will be answered at the end of the webinar.

• Webinar will be recorded and available through each user group’s conference

website.

COLLABORATE Tradeshow Team

• IOUG – Cate Hunter

chunter@ioug.org ǀ + 1 312.673.5914

collaborate.ioug.org

• OAUG – Liz Klostermann

Lklostermann@meetingexpectations.com ǀ + 1 404.477.5140

collaborate.oaug.org

• Quest – Julie Lewis

Julie.lewis@questdirect.org ǀ + 1 859.219.3517

questdirect.org/conference/collaborate

COLLABORATE 18 Dates and Location

• Conference Dates: April 22- 26th, 2018

– Sunday through Thursday

• Exhibitor Showcase Dates: April 23-25th, 2018

– Monday through Wednesday

• Mandalay Bay Resort and Casino

• Las Vegas, Nevada USA

General Information

Map of Mandalay Bay

• C18 Exhibit Hall is located:

– South Convention Center, Level 1

– Bayside C & D

Exhibitor Showcase Schedule

Move In

• Sunday, April 22: 8:00 a.m. – 5:00 p.m.

• Monday, April 23: 8:00 a.m. – 2:00 p.m.

All exhibits must be fully installed by Monday, April 23 at 2:00 p.m.

Move Out

• Wednesday, April 25: 4:15 p.m. – 8:00 p.m.

• Thursday, April 26: 8:00 a.m. – 10:00 a.m.

Exhibitor Showcase Hours

• Monday, April 23: 5:15 p.m. – 8:00 p.m.

– (Welcome Reception on the Show floor)

• Tuesday, April 24: 9:30 a.m. – 4:15 p.m.

– Lunch will be served reception style on the show floor from Noon – 1:00 p.m.

5:15 p.m. – 7:00 p.m. (Reception on the Showfloor)

• Wednesday, April 25: 10:45 a.m. – 4:15 p.m.

– Lunch will be served reception style on the show floor from Noon – 1:00 p.m.

Lunch Time

• We are doing something new for COLLABORATE 18 with reception style

lunches on the show floor on Tuesday and Wednesday.

• Be mindful that during lunch hours you will have an increase of traffic to your

booths, so plan to have extra staff or try and eat (EARLIER). Stagger staff

lunches if possible.

• Lunch Hours:

Tuesday, April 24 – Noon – 1 pm: Exhibit Hall Show Floor

Wednesday, April 25 – Noon – 1 pm: Exhibit Hall Show Floor

Please Avoid

• Everyone loves balloons, but please no helium!

• Outside food or beverage, including alcohol, is not allowed to be distributed on

Mandalay Bay property without prior approvals and agreements.

• If you did not order electricity or internet capabilities for your booth space, you

are not allowed to “borrow” your neighbors.

• Remember COLLABORATE only utilizes specific third party vendors for you’re

A/V needs, scanners, furniture, electricity and internet.

• You can find these vendors located in the Freeman Exhibitor Kit.

Planning your Booth

Experience for

COLLABORATE 18

Keep in Mind

• Who’s attending?

– Thousands of potential buyers

– Your company’s best people and products

– Your competitors’ best people and products

– Many of your existing customers

You will have a unique opportunity to interact with each of these groups

It is not too late to come up with a plan!

Develop a trade show marketing plan that utilizes a mix of promotional methods to reach prospects.

• Your plan should be divided into three sections:

– Pre-Show Marketing, At-Show Marketing, and Post-Show Marketing.

• Write a sales message that gets across the key points you want to communicate in 30 seconds or (preferably) less.

• You and your staff will need to rehearse this message and use it confidently at your booth to maximize your effectiveness.

• Determine the literature and marketing materials you will need at the show -and begin design and printing work

It is not too late to come up with a plan!

By this point you should already have a few things in place:

• Set specific objectives for your show– Number of product sales, leads generated, etc.

• Order your giveaway or promotional items, we recommend having about 1500-2000 items as not every attendee would likely be applicable to your target audience.

• Determine your exhibit design, layout and graphics needs.

• Confirm delivery dates!! FREEMAN’s advance to warehouse deadline is April 17th.

• Determine your staffing requirements, come up with a booth schedule and plan training sessions

• Made arrangements to transport your display and other items to the show

• Launch pre-show marketing initiatives

What to do this Week?

• Put together follow-up packets to send immediately following the show to your leads.

• Continue pre-show marketing activities

• Schedule staff training and make sure everyone is on the same page with your tasks and goals

• Finalize production of booth display, promotional items, and marketing materials – and confirm shipping dates.

FREEMAN’s advance to warehouse deadline is April 17th.

• Schedule dinners or other meetings to be held at the show with prospects, distributors and/or customers.

Right before you head out:

• 1 Week BEFORE the Show

– Finalize staff training

– Confirm shipping and arrival dates for your display and promotional materials

• Follow-Up Activities, 1 Day – 1 Week AFTER the Show

– Analyze leads, send out the follow-up packets, and make appropriate contacts

– Evaluate the success of the trade show compared with your plan

Social Media

Mobile App

• Have you purchased an upgraded listing in our mobile site?

• Gold Mobile App Upgrade - $500.00

• An event exclusive smartphone application loaded and interactive with all content and show floor information. This upgrade includes the opportunity for a company logo, unlimited word description and links to social media.

• This upgrade gives you a much better and user friendly presence on the app including your logo to help you stand out from the crowd!

• To upgrade your listing please contact your User Group’s sales representative before the show!

Before the Show

• Building buzz in advance of your event is important to drive traffic to your booth,

but knowing what your customers and prospects would like to learn about

during the show is even more important.

– Use Facebook, LinkedIn, and your company blog to solicit information about what

people would like to see and learn about at the show. Then, deliver!

• 76% of trade show attendees go there with an agenda in mind. 66% rate their

booth visits as very or extremely valuable in evaluating or comparing offerings

for future purchases. [Source: Skip Cox, Exhibit Surveys, Inc.]

Make the Most of Your Followers

• Don’t hesitate to use the COLLABORATE Logo on your Social Media pages to

let people know you will be at COLLABORATE!

– Tag all of your related posts with #CLV18 so your followers can track your updates

• Utilize Facebook and LinkedIn to show your followers what you will be showing

in your booths

– Tell them your booth and/or session ID numbers so they can easily find you

• YouTube is a great, cheap way to give your followers and potential leads a

visual of who you are

– Record videos at the show to post afterwards

Give Them Something to Remember

• Display something unique, funny, interesting—whatever it takes to get people

into your booth as they walk by. Make it something they’ll want to share with the

folks back at the office.

• Displays must comply with the regulations outlined in the Exhibitor Kit.

• You can email the photo to them and tweet the pictures and a “Thanks for

stopping by our booth #XXX” to your followers during the show. The more

people see the photo, the more people who will want one of their very own and

will stop by your booth.

After the Show

• Follow up with emails and calls to all your leads, both hot and warm, the

network you build often starts to grow from the edges first!

• Promote the videos you shot at the show of your presentations, demos, and

product launches on YouTube and via links your website, LinkedIn profile, and

Facebook

• Provide post-show incentives to get your Twitter followers and Facebook fans

to recommend you to their colleagues and join the social networks you

maintain.

• Study your successes and your failures at the show and from the inbound

marketing campaign you created for it.

In Bound Marketing

Give the People What They Want

• From the customer’s perspective, they are seeking information at a trade show

- The information they need to have enough confidence in doing business with your

company

- They want to understand how your products work and how you can help them

achieve their own goals

- They want reference points from existing customers who can provide testament to

your trustworthiness

In Bound Methodology

• Inbound marketing is an approach focused on attracting customers through

content and interactions that are relevant and helpful — not interruptive!

• This type of marketing is about creating and sharing content with the people

who need it most

• By creating content specifically designed to appeal to your dream customers,

inbound attracts qualified prospects to your business and keeps them coming

back for more

• By publishing the right content in the right place at the right time, your

marketing becomes relevant and helpful to your customers, not interruptive.

In Bound Marketing

• With your competitors just down – or even across – the aisle from you, getting

the biggest bang for your marketing buck demands nothing less than an all-out

effort to drive traffic to your booth and capture top-quality leads by the

bucketful.

• Solidify the connection from your real world presence to your online marketing

channels - this ensures you create buzz leading up to the event, maximizes the

traffic to your booth, and keeps the relationship going as the event luster fades

away and your prospects move down the funnel from leads to closed sales.

Strategies and Best

Practices

C.A.S.E.

Remember C.A.S.E and you will have a successful booth:

• C – attendees are at the show to COMPARE and evaluate products and services

• A – ASK the visitors what they are looking for or what kind of information would be helpful to them

• S – be able to SUMMARIZE your products benefits in a clear and concise manner

• E – make sure that you are ENGAGING and give them a reason to continue your relationship

Be Engaging!

• For visitors who come right in: get right to business

• For visitors who pause with some interest: ask what issues they came to learn

about

• For visitors who express little interest: try a social opener

Commandments of a Successful Booth

• In todays age of social media one person’s disgruntled voice can carry far and wide, make sure you are nice to everyone!

• Be audacious and memorable… but smart… and relevant.

• You don’t have to pay for mermaids to swim in glass tanks in your booth to get people’s attention.

• Be assertive and talk to everyone, and have your entire staff do the same.

• Don’t sit down. Don’t leave drinks and food around the booth.

• When you speak, don’t pitch your stuff. Grow your industry.

• If your content and research is really good, people will flock to you.

• Respond as fast as you can to all requests, and set appointments right at the show.

• Every rep should be typing or scanning in business cards or contacts at the show or at the latest in their hotel room that night.

TIP: set appointments during the show so you are on your prospects calendar.

Sponsorship

Opportunities

IOUG Sponsorship Opportunities

• Database Super Session - $20,000 – Captivate the COLLABORATE—IOUG

Forum audience by showcasing your company’s best presenter and educating

attendees. This one-hour session provides you the opportunity to reach more

than 1,000 database focused attendees all at the same time. IOUG to work with

sponsor to create session content. – Exclusive Super Session Time Slot

Contact Jim Conlon at jconlon@ioug.org or Scott Narug at snarug@ioug.org or

312.673.4865 for more information.

OAUG Sponsorship Opportunities

OAUG’s THEgame on the Tradeshow Floor: $4,000.00

We bring you a crowd, create the energy, build the competition – and have lots of

fun! Your sponsorship will be promoted and tweeted for maximum engagement

and we provide the cool prizes.

Contact Marci Nessing at mnessing@oaug.org or +1 404.760.8179 for more

information.

Quest Sponsorship Opportunities

Get a bar in your booth on the show floor! (Beer and Wine Only)

• $4,500.00 – One bar serving beer and wine that lasts for the duration of either

the opening or the Tuesday cocktail receptions on the show floor with signage

recognition and logoed cocktail napkins.

Contact Vendors@questdirect.org to get more information

Meet at the Beach Closing Party

All three User Groups still have opportunities for your presence at our “Meet at the Beach” Closing Party!

• Cabana for Closing Party - $3,000.00

– 144 sq feet within the cabana

– Includes one high table with two chairs, a cushioned love seat, coffee table, three deck lounge chairs (these can also be removed if desired), 46” LCD TV and an MP3 docking station.

• Bungalow for Closing Party - $5,000.00

– 168 square feet

– Includes one high table and two chairs, cushioned love seat, cushioned chairs, coffee table, a side table for service, 46” LCD TV and an MP3 docking station.

Contact the User Group you are exhibiting with for more details, contact info for each is on the previous slides.