As a PRSM Association vendor, you now have resources at your fingertips to help you succeed as an exhibiting vendor. We are committed to helping you succeed during this tough economic climate.
*Please note that PRSM2010! hotel reservations must be made
through the Online Conference Registration which will be available December 2009.
Checklist of PRSM2010! Marketing Opportunities
PRSM Offers Solutions to Maximize Your Exposure PRSM offers the following checklist that will help you choose the right marketing opportunities for your company.
How to Use the Checklist Please note the months each opportunity below is available. Also, use the links provided with each listing to take advantage of the opportunity right away.
•
Place the Conference Banner Ad on your Web site - January - March 2010 Announce your presence at the PRSM2010! National Conference by placing the banner ad on your company's web site, e-newsletter or in your e-mail signature block with a link to www.prsm.com. Email jpratt@prsm.com to request the PRSM2010! Banner Ad.
•
Purchase Ad space in the PRSM2010! Program Book - September 2009 - February 15, 2010
Promote new products and services onsite at the show. Limited availability. Contact Jeff Bond, 972-231-9810, ext. 108 or via email.
•
Select a Sponsorship - May 2009 - March 2010 Increase your visibility onsite by sponsoring an event or education session. Sponsorships are available for every budget. Find a sponsorship that matches your marketing message: Exhibitor & Sponsorship Prospectus. Contact Jeff Bond, 972-231-9810, ext. 108or via email.
•
SubmitYourComplimentaryCompanyProgramBookDescription Deadline: February 5, 2010 Each Exhibitor receives a complimentary 50-word description plus a listing of your contact information in the official PRSM2010! Program Book. The Program Book is the attendee's guide to PRSM2010! National Conference information including education sessions, and the Exhibition. Please send your descriptions by email.
•
Exhibitors' Email to Attendees Deadline: March, 15, 2010 Again, this year, PRSM will send a joint Exhibitors' Email on behalf of all exhibitors to retail attendees on Friday, April 2, 2010. To create positive enthusiasm for the Exhibition and provide retail members with a one-stop resource for learning about exhibitor offerings. To be included in this e-mail, please send your information via email by March 15, 2010. Exhibitors will be listed in alphabetical order by company with the information exactly as you send it to us.
•
Complimentary Retailer Pass Program- November 2009 - March 2010 We are continuing the Complimentary Retailer Pass Program for all Exhibiting Vendors and PRSM2010! Sponsors, which allows each exhibiting and sponsoring company to extend a complimentary invitation to two (2) retailers to attend PRSM2010! for one day. Both passes must not go to the same retail company. To request the Complimentary Retailer Pass Registration Form, please contact Jennifer Pratt via email or at (972) 231-9810 ext 120.
•
Receive the Pre-Show Attendee List
Electronic mail out date: March 18, 2010 Although updates will be provided on each Vendor Orientation Webinar, the attendee list will be provided to exhibiting vendors and sponsors on March 18, 2010. Remember, according to the Membership List Availability Policy, that attendee email address will not be provided.
•
Attend Mandatory Exhibitor Orientation Webinars - March - April 2010 At each session, we will update you on current retail attendance, the rules and regulations of the show, plus new and continuing events. This is a requirement for all registered exhibiting and non-exhibiting companies.
Important: One representative from each exhibiting and non-exhibiting company must attend one webinar to receive exhibit floor credentials.
•
Receive Updated Pre-Show Attendee List
Electronic mail out date: April 12, 2010 An updated pre-show attendee list will be provided to all exhibiting vendors and sponsors on this date. The list will also be made available to conference attendees via the official PRSM2010! National Conference webpage.
•
Register Your Delegates and Booth Staff - December 2009 - March 2010 Remember to register your delegates and booth staff online for PRSM2010! and to reserve hotel rooms online prior to the hotel cut-off date. Using the online system cuts down on time spent in line onsite registering and also ensures the PRSM preferred hotel rate for the conference.
•
PRSM2010! Exhibitor Kits - January 2010 The PRSM2010! Exhibitor Kits will be available in January 2010. All exhibitors will receive an email notifying them the kit is available and how to access the kit. Please note that all order forms for equipment and services will have submission deadlines. Please pass the Exhibitor Kit along to the correct person to complete.
•
Follow Up with the Final Attendee List - May 2009 A complete post-show attendee list will be provided via email to all exhibiting vendors and sponsors approximately two-three weeks after show closing.
Important Dates & Information about Exhibiting at PRSM2010!
Vendor Orientation Webinars (Mandatory):
Thursday, March 25, 2010
Thursday, April 8, 2010
Online Conference Registration
& Hotel Reservations Deadline:
Friday, April 9, 2010
Pre-Show Attendee List (via email):
Thursday, March 18, 2010
Post-Show Attendee List (via email):
Wednesday, May 12, 2010 (tentative)
Exhibitors Move-in:
Saturday, April 17, 2010, from 1:00 PM - 6:00 PM
Sunday, April 18, 2010, from 7:00 AM - 4:00 PM
Exhibitors Move-out:
Tuesday, April 20, 2010, from 6:00 PM - 10:00 PM
Wednesday, April 21, 2010, from 8:00 AM - 10:00 AM
Onsite Registration Open:
Saturday, April 17, 2010, from 12:00 PM - 6:00 PM
Sunday, April 18, 2010, from 7:00 AM - 7:00 PM Monday, April 19, 2010, from 7:00 AM - 6:00 PM Tuesday, April 20, 2010, from 7:00 AM - 6:00 PM
Exhibit Hall Hours:
Monday, April 19, 2010, from 9:00 AM - 11:30 AM
Monday, April 19, 2010, from 4:30 PM - 6:00 PM Tuesday, April 20, 2010, from 11:00 AM - 1:30 PM Tuesday, April 20, 2010, from 4:30 PM - 6:00 PM
Exhibitor Booth Personnel
All exhibitor personnel must stay within their respective exhibiting area. Please note below the number of personnel allowed to be at your booth at a time:
Size of Booth
No. of Personnel
Breakdown of Personnel
10x10
3
1 Booth Delegate, 2 Booth Staff
10x20
6
2 Booth Delegates, 4 Booth Staff
10x30
9
3 Booth Delegates, 6 Booth Staff
20x20
12
4 Booth Delegates, 8 Booth Staff
A Booth Delegate will have full conference access to attend the general & educational breakout sessions, Sunday Welcome Reception and the Tuesday night Grand Finale social event.
A Booth Staff will have access to your company's booth only.
Tips for Attracting Customers and Prospects Inviting your top customers and prospects to see you at PRSM2010! is your opportunity to have your customers come to you, rather than travel all over the country for face-to-face time. Extending an invitation may be well worth the time and effort.
•
Offer Your Clients the Complimentary Retailer Passes - In January, you will automatically receive two (2) complimentary one day passes to offer your retail clients who have not yet registered to attend PRSM2010! Additional passes are limited and may be requested on a first come basis.
Request additional Complimentary Retailer Passes by March 1, 2010 by email.
•
Participate in the Exhibitors' Email to Attendees Deadline: March, 15, 2010 Again, this year, PRSM will send a joint Exhibitors' Email on behalf of all exhibitors to retail attendees on Friday, April 2, 2010. To create positive enthusiasm for the Exhibition and provide retail members with a one-stop resource for learning about exhibitor offerings, PRSM will send out a joint exhibitor email again this year. To be included in this e-mail, please send your information via emailby March 15, 2010. Exhibitors will be listed in alphabetical order by company with the information exactly as you send it to us. Logos should be provided in JPEG format at no more than 100x100 pixels.
•
Use Your Website and e-mail to announce your booth at PRSM2010! - Download the conference banner ad for use on your site and add a link to www.prsm.com. You can also include "See me in booth #XXXX at PRSM2010!" in your signature block and include a link to www.prsm.com.
•
Enlist your sales and customer service team to announce your booth at PRSM2010!- Provide your team with the details of the show and ask them to share it in phone conversations and in face-to-face meetings and is a great way to potentially increase traffic to your booth.
•
Plan a special event or host a hospitality activity - inviting your best customers, prospects and VIPs demonstrates special appreciation for your clients and at the same time gives you an opportunity to drive traffic to your booth.
Pre-Show Attendee List Dos and Don'ts
As an exhibitor or sponsor, you will be emailed the pre-show attendee list. The list will include all pre-registered retail attendees. Here are a few dos and don'ts for making the most out the pre-show attendee list:
DO:
•
Give attendees an incentive for visiting your booth - incentives can include gifts or a drawing for an exciting prize.
•
Highlight your newest products and services that you will exhibit - a good way to attract attendees is to give them a taste of what they will see onsite.
•
Include a way to contact you to set up appointments - Don't leave a meeting to chance! Give attendees a way to contact you onsite to help ensure a successful exhibition.
•
Follow-up your pre-show mailing with a phone call - Follow up with a friendly phone call or message to let attendees know you're organized.
DON'T:
•
Bombard the list with multiple unsolicited mail and phone calls
•
Send VIP invitations to attendees who are pre-registered
•
Forget to invite your customers and prospects who are not on the list - Potential attendees are just as important as those who are already registered. Remember to reach out to your clients who are not registered and invite them to attend.
Staff Your Booth Exhibiting success comes from the people working your booth. People sell your company and your products and services. It's those same people who can for the future relationships with conference attendees. Below are the personalities typically possessed by the ideal booth representative:
•
People-Magnet - someone who is friendly, enthusiastic and makes people feel comfortable.
•
Expert - This person has a solid understanding of the company, the products and services as well as the industry.
•
Listener - This representative has the ability to listen and ask questions that lead to a better understanding of your customers.
•
Facilitator - This person has the drive to follow-up on unanswered questions, sales leads and relationships and can be a valuable resource for your customers.
Creating an Atmosphere
Another important part of trade shows is creating an atmosphere with your booth where people feel welcome and can quickly identify your products and services. Here are a few tips to help create that perfect atmosphere in your booth:
•
Graphics - The right graphics communicate who you are, what you do and how you can help your customers with one quick glance.
•
Remain Open - Avoid creating a barrier between your booth and the aisle by keep tables and literature racks to the sides.
•
Greet Attendees - Greet every attendee who pauses to glance at your booth. Avoid sitting, even if you are busy with another customer and try to acknowledge everyone who enters your booth.
•
Be Approachable - Smiling will make a huge difference. Try not to congregate with other booth staff or talk on the phone when in your booth.
•
Ask Questions - Asking questions is the best way to engage an attendee and helps qualify leads.
Maximizing Sales Leads
Trade shows are a great way to connect with hot prospects and current customers. Be prepared for every opportunity that presents itself and get the most out of the show.
•
Opportunities To Make Connections - Remember your booth is only one of many networking opportunities that could lead to sales. Plan to attend education sessions where you may identify prospects that could benefit from your products and services. Attend other networking events and get to know the attendees.
•
Collecting and Organizing Leads - Develop an organized system for maintaining leads, whether you use a lead retrieval system or simply collect business cards. Be sure to keep track of each lead, what type of information they need and what the method of follow-up will be.
•
Giveaways - Saving your promotional giveaways for qualified leads can increase the perceived value of the giveaways. You can also use your giveaways to entice attendees you meet at networking events to visit your booth during trade show hours.
•
Follow-Up - Have a planto follow-up on hot leads so they don't go cold.
With such a jam-packed schedule and so much riding on your success, you want to make sure you don't miss any opportunity. Read through this simple checklist before and during PRSM2010! National Conference to make sure you have all your bases covered.
Before the Show
•
Carry-on the essentials What if you lost your luggage or your booth? Carry-on a few important essentials-business cards and a small supply of company literature and brochures-you'll have everything you need to get by.
•
Stop by registration Your first stop when you arrive should be registration, where you'll pick up your badges, conference materials, and your Grand Finale and drink tickets. You may also purchase additional Grand Finale Tickets for your booth staff at this time.
•
Set-up your booth Be sure to set up your booth during set-up hours so you will have time to double-check your service orders, ensure your booth space is correct and arrange your booth to maximize traffic.
•
Pick-up and test your lead-retrieval machine Take a few minutes to set up and test your lead retrieval system during set up hours. This could prevent problems after the official opening of the exhibition hall.
•
Stop by the show management office Visit the TDI Service Center in the exhibition hall to familiarize yourself with their staff. Should you need their assistance, they are available during set up hours, during show hours and during move out.
•
Study the Program Book Study the Program Book and determine the education sessions you will attend to help maximize your networking opportunities.
•
Prepare your booth staff Have a quick meeting with your booth staff to ensure everyone is on track. Inform everyone of the Exhibit Hall rules and etiquette.
During the Show
•
Select Your Space for 2011 Onsite space selection will begin on Sunday, April 18, 2010. Appointment times are assigned based on the Priority Points System.
After the Show
•
Pick-up your shipping labels Stop by the TDI Service Center to pick up any shipping labels you need to make sure your booth and materials make it home safely. But remember...keep your hottest leads safely with you.
On Wednesday, April 27, 2010
•
Attend Vendor Only Wrap-Up Webinar PRSM Association will host a post conference Vendor Only Wrap-Up Webinar on Wednesday, April 28, 2010 to get your feedback about the conference.
