aapex effective tradeshow budgeting

Effective Show BudgetingAAPEX Session 1

Exhibitor Summit May 3, 2011

10:15 a.m. – 11 a.m.

Outline

Basic Introduction to AAPEX Budget Considerations Important Deadlines Important Contact Information

AAPEX 2011 – Tues. Nov. 1 – Thurs. Nov. 3 AAPEX represents the $285 billion global motor

vehicle aftermarket. 2,045 companies Exhibited at AAPEX 2010 Buyers representing Automotive parts wholesale

distributors, retailers, service chains, jobbers and service professionals will attend AAPEX.

Largest B to B Show in the world

AAPEX

51,126 qualified buyers attended AAPEX/SEMA. 90% made buying decisions/recommendations. 90% buy for up to 10 locations (domestic). 24,000 were top management.

2010 Buyers

AAPEX Survey Results

3 Top Reasons Buyers Attend Shows Exposure to New Products and Trends Identify New Suppliers Build relationships with current suppliers

Dollars and Cents

Detailed Budget Labor Hours - Install and Dismantle Plan Material Handling – Timing and weight are everything. Booth Design - Electric, internet, materials, etc… Rent or Buy Staffing Pre-show Promotion On-Site

Industry Standards For Budgets

Exhibit space rental: 32% Exhibit design: 20% Show services: 14% Transportation: 9% Travel and entertainment: 18% Advertising & Promotion: 6% Other: 1%

Budget Details

Sponsorships/Booth    Booth space Membership Dues Sponsorship Other

Subtotal:

Budget Details Continued

Exhibit Rental/ Design/ Fabrication Costs  Project Management Project Engineering (Installation Drawings) Design Exhibit Rental Graphic Design Graphic Production Refurbishment / Construction Exhibit storage (per show) Pull/ Prep Other Subtotal:

Budget Details Continued

Marketing Promotional Support Pre-show Printing/ postage/ mail house Giveaways Ads Press Kits Show-site Events On-site Promotions Post-Show Follow up Measurement of ROI & ROO Other

Subtotal:

Free Promotion at AAPEX

Listings in the Show Directory Website listing including products Press Kits and announcements in Media

Center Buyer Connect (post show) where buyers are

sent a list of every booth they visited

Budget Details Continued

Decorator Services  Installation Labor Dismantle Labor Rigging Carpet Cleaning Porter Services Material Handling (Exhibit Property)   Audio Visual Services Furniture Transportation (inbound and outbound) Other

Subtotal:

Budget Details Continued

EAC Services Floral Booth Catering  Electrical Service Communications- Phone & Internet Lead Tracking Entertainment Security Other

Subtotal:

Budget Details Continued

Booth Staff Costs Travel Housing Meals Booth Uniforms Staff Training Registration Taxi, ground transport, parking Other

Subtotal: 

Budget Wrap-up

Set goals for AAPEX and determine what investments need to be made to meet goals.

Review previous years expenses and estimate this year.

Know the details.

Deadlines

Keep track of deadlines. In many cases there are reduced costs for ordering by

a particular date. Keep your team informed of important deadlines.

Exhibit House Sales Staff Marketing Team

Deadlines

Entry in the New Product Showcase 1-Jul Advertising I the Official AAPEX Product Extra 5-Sep AAPEX Celebrity Appearance Notification 10-Sep Entry in the First-Time Exhibitor Showcase 15-Sep Entry in the New Packaging Showcase 15-Sep CompuLEAD Order 20-Sep Advertising in the Official AAPEX Show Guide 23-Sep Advertising in the Official AAPEX Show Daily 23-Sep Badge Mailing Cutoff – International 14-Sep Press Conference Facility Application 1-Oct Traffic Max-Buyers Registration List 1-Oct Car Rental 1-Oct Provide Certificate of Insurance 1-Oct Concept 2000 1-Oct Exhibitor- Appointed Contractor Application 1-Oct Standard Booth Sign Order Form 1-Oct

Deadlines Continued

Display Vehicles 1-Oct Photographer 1-Oct Security 1-Oct Models/ Hostesses 1-Oct AVW Audio/ Visual/ Computers 1-Oct Think Outside the Booth Promotional Opportunities 3-Oct Electrical/ Plumbing/ Telephone Services/ Cleaning/ Florist/ Catering 13-Oct Badge Mailing Cutoff – Domestic 13-Oct Freeman Companies/ Contractor Services 13-Oct Attendee Pre-Registration 17-Oct Send Freight Shipments to Freeman 25-Oct Exhibitor Badge Registration 29-Oct

Complete List of Deadlines

Visit www.aapexshow.comClick on exhibitor

Exhibitor Deadlines

or Exhibitor Services Guide

Exhibitor Checklist – for a full checklist and other helpful Exhibitor information

Contact Show Owners

Show Owners AAIA

www.aftermarket.org 301-654-6664 Arlene.davis@aftermarket.org

MEMA/AASA www.mema.org 919-406-8830 cgardner@mema.org

Contacts at Show Management

Operations and show floor management:

W.T. Glasgow, Inc - 708-226-1300

Main Contacts at William T. GlasgowBill Sr. (ext. 16) - Anything and EverythingBill.glasgow@aapexshow.com

Bill, Jr. (ext. 18) – Location, Move in and OutBilljr@aapexshow.com

Brian (ext. 17) – Floor Management and more!Brian.glasgow@aapexshow.com

Contacts at Show Management New Product and Packaging Showcase, First-Time Exhibitor

ShowcaseBetty Jaeger (ext. 20)Betty.jaeger@aapexshow.com

Contracts, Exhibitor Badges, Exhibitor Login, Directory Listing, Invoices, Seniority

Sandi Kulas (ext. 19)Sandra.kulas@aapexshow.com

Website, Meeting Space Jacki Canter (ext. 22)jacki.canter@aapexshow.com

Buyer Information, Media Contacts, International Buyer ProgramJudy Novak (ext. 15)Judy.novak@aapexshow.com

Contact On-site Promotions

AAPEX Think Outside The Booth Promotional Opportunities Karen Tuvin

Ktuvin@aapexshow.com www.aapexshow.com

Contacts at Freeman

Freeman Companies – The Official AAPEX Decorator

702-579-1400http://www.freemanco.com

Material Handling, Freight Target QuestionsTed Merich

Exhibit Booth RentalMarci Grodin

All other Freeman Services: Furnishings, Carpet, Graphics, Audio Visual, ect.

Ellen Crowley

Contacts at the Sands Expo Center

Electric, Internet, Phone Lines, Rigging, Audio Visual, Food and Beverage, Cleaning etc…

MAIN CONTACT:

Milton Dunn

Sr. Event Service Manager

(702) 733-5229

mdunn@sandsexpo.com

Contacts at the Sands Expo Center

INTERNET:Justin Herrman----(702) 733-5542

jherrman@sandsexpo.com

PHONES:Karl Snedeger........(702) 733-5799

ksnedeger@sandsexpo.com

Contacts at the Sands Expo Center

RIGGING/LIGHTING:Rita Taratko......(702) 733-5047

rtaratko@sandsexpo.com

ELECTRICAL:Jay Godown........(702) 733-5548

jgodown@sandsexpo.com

Contacts at the Sands Expo Center

FOOD/BEVERAGE:James Hughes..........(702)733-5366

Dir. Food/Beverage

jhughes@sandsexpo.com

Contacts for AAPEX Official Publications

AAPEX Products Extra – Offical New Products Publication Terri McMenamin, Advanstar Communications tmcmenamin@advanstar.com

AAPEX Show Guide and AAPEX Express – Official Directory and Daily Publication Jeff Stankard, Babcox Publications jstankard@babcox.com

Contacts at CompuSystems

CompuSystems is the official registration services provider for AAPEX/SEMA

Mike Blazejewski

Vice President, Exhibitor Services

mike.blazejewski@compusystems.com

Website:  www.compusystems.com/order

More contacts

For all the contacts you need at AAPEX go to www.aapexshow.com.

Thank You

Have a great AAPEX!