managing himss 08 show logistics & operations webcast #1 welcome to... how to save time, money...

Managing Managing HIMSS 08 HIMSS 08 Show Logistics & Show Logistics & OperationsOperations

Webcast #1

WelcomeWelcome To...To...

How to Save Time, Money How to Save Time, Money & Avoid Headaches & Avoid Headaches & Hassles & Hassles

Exhibitor University ONLINE

Webcast Objectives

1. Discuss the Challenges of Managing Exhibit Logistics and Operations

2. Better Understand the General Services Contractor’s Support Role and Services

3. Gain Tips and Best Practices for Managing Logistics and Operations


1. Jefferson Davis, Moderator

2. Elli Miller, Senior Exhibits Manager, HIMSS

3. Rosanne Palello, Assistant Director of Sales, Freeman

4. Virginia Geoghegan, Associate Manager of Exhibit Services

Your Presenters…


Challenges of Managing Exhibit Logistics and Operations

The average exhibitor spends 95% of their pre-show time managing exhibit logistics and operations.

On average 43% of the total show budget is spent on the exhibit (20%), show services (14%) and transportation (9%).

Too often key deadlines are missed causing exhibitors to pay up to 30% more for show services.

Failure to carefully read the exhibitor service kit is a key culprit in unnecessary cost overruns and hassles

Best Practice: Develop a week-by-week show checklist that integrates logistic and strategic show activities (in your e-workbook)

Failure to effectively interact with show vendors also leads to problems


Key Show Groups & Vendors To Interact With

HIMSS Exhibits Team: Elli Miller, Virginia Geoghegan, Jim Anderson and Christina Dorsey

Freeman: General Services Contractor Exhibit Design House Transportation Company Installation & Dismantle Company (EAC’s) Lead Retrieval System Supplier Other vendors in your Exhibitor Services Kit


Exhibitor Services Manuals

Exhibitor Services Manual are available on your Show’s website under “For Exhibitor”.

It is also available at Freeman On-line. The easily accessible On-Line Manual can be forwarded

to all contractors involved in your display. Important note: Show Management carefully considers the

selection of Official Contractors based on quality of service, variety of products, price and reputation. Since these contractors frequently work on more than one show with us, they value the business of our customers and provide quality products and services. Some companies may misrepresent themselves as being an official contractor so be sure to check the list in the exhibitor manual or give us a call.


Sections of the HIMSS 08Exhibitor Services Manual

Section Title

1 General Information

2 Marketing & Sponsorship Opportunities

3 FREE Marketing Opportunities

4 Advertising Opportunities

5 First Time Exhibitors

6 Media Information (Press)

7 Rules and Regulations

8 Hotel & Travel

9 Registration

10 Corporate Membership

11 Freeman

12 Service providers

13 Shipping

http://vendor.himss.org/himss08/exhServiceManual.ASPX


Exhibitor Services Manual

Pay Special Attention to: Chronological checklist for deadlines What’s New for 2008 Display Rules and Regulations; Venue

Regulations Freeman Quick Facts Targeted Floorplans: Check Online for the

most updated version


Exhibitor Services Manual

Exclusive vs. Recommended Contractors Exclusive contractors are companies who are solely

permitted to perform the services listed, and exhibitors requiring such services must go through them directly.

Recommended contractors also work with HIMSS to offer competitive rates, and some have the added benefit of manning a fully staffed service desk onsite. Exhibitors are not obligated to secure the services of ‘recommended’ contractors.


Rosanne Palello, Assistant Director of Sales

Freeman Chicago

5040 W Roosevelt Road | Chicago, IL 60644

[email protected]: 773 473 8337 | Fax: 773 379 5042

The General Services Contractors Role in Your Exhibit Program


As a Key HIMSS Exhibitions Partner…

Our commitment to exhibitors is:– To be extremely customer-focused– Offer a variety of show services – Provide cost-saving solutions– Be readily accessible in advance, on site and

after the show


Your General Service Contractor Is a Critical Resource to

Communicate With To Ensure Things Go:

- Smooth As Possible - On Time

- Within Budget

An Important Note…


4 Power Tips for Working with FREEMAN

1. Consider us your partner in providing services you’ll need on the show floor.

2. Read the Exhibitor Services Manual carefully; ask questions, mark all deadlines.

3. Incorporate the show’s deadline list into your master timeline of all your strategic and logistical tasks. Pad the dates.

4. There’s no shame in asking questions or asking for help.5. If you are putting your display out to bid be sure that you

are comparing apples to apples. The GSC bid typically includes drayage and labor.


Services Freeman Provides

Carpeting Cleaning Furnishings Graphics


Ground Transportation Installation/Dismantle Labor Machinery Rigging Material Handling Overhead Rigging-done by facility in Orlando Booth Display Rental Solutions

– contact Nickole Ciolek 773-473-7479

Services Freeman Provides


For Personalized Service

Freeman: 2200 Consulate Drive, Orlando, FL 32837 Phone; 407 816-7900 – Fax; 407 850-9328 View the online Exhibitor Service Manual for information on all

the services available to exhibitors. To view the online manual, go to www.myfreemanonline.com

Visit www.freemanco.com for additional exhibiting information that Jefferson helped to write.

The link is: http://www.freemanco.com/freemanportal/exhibitor/eNewExhibitor?exh_resourceExtend=true


Important Terms to Know…

Advanced Freight vs Direct Shipment Service Center Empty Crate Labels Marshalling Yard Material Handling Agreement (MHA) http://www.freemanco.com/freemanportal/exhibitor/eGlossary?id=130004


Ordering Services Online

Online, electronic access to all forms and show

information, in one place, accessible 24 hrs Can create an order template to make it easier

for future orders Shopping cart functionality Shipping tips, photo samples of different types

of shipments etc.


Ordering Services Online

Freeman OnLine Provides:– Accessibility to Freeman provided services– Exhibitor Assistant to guide you through the

ordering process– Material Handling calculator to estimate costs

prior to the event– Link to FOL

http://www.myfreemanonline.com/ShowMain.jsp?show=153147&referer=s


Exhibitor Assistant


Material Handling Calculator


Freeman Corporate Accounts

Benefits:– Single Point of Contact– Program management expertise

Annual budgeting Measurement

– Design fabrication– Nationwide logistics & property depot– Key Account Program

VIP treatment at other Freeman events Discount rates at show site

Contact Nickole Ciolek 773-473-7479



Boeing– Fabrication– Program management– Nationwide logistics &

property depot




Christie– Design and

fabrication– Program

management– International support



HIMSS & FREEMAN QUESTIONS

Q & AQ & A

Ask the Experts…

1. Press the Q&A Button

2. Type your question

3. Press the submit button


10 Commandments of Working with Show Labor

I. Understand and honor the unions’ jurisdictions and work rules.

II. When in doubt, check with the Floor Manager.

III. Treat your labor crew with respect.

IV. Get to know your crew; call them by name.

V, Set expectations on when you need things done. Share photos, renderings, experience.

VI. Give positive feedback.

VII. Do not confront a “problem” laborer; notify the service desk, labor desk, or union steward.

VIII. Work closely with your “lead” to delegate assignments.

IX. Offer to buy your crew coffee or a soda on their break. Do not offer cash “gratuities” or bribes.

X. Be someone the laborers will want to come back to work with on dismantle.

Courtesy: Candy Adams, The Booth Mom - 760.599.4405 www.BoothMom.com


Exhibit Transportation

1. Who’s responsible to plan shipping?2. What will you ship?3. What type of carrier provides the services you need: (equipment,

timing, labor, storage)4. When will your freight ship and arrive?5. Will you ship to the advance warehouse or show site?6. Variables in cost of shipping7. Use carriers with a trade show division who understand the trade

show process (weight slips, waiting time, marshaling yards, etc.) 8. Shipping coordinates with material handling on site9. An inventory should be taken when the first set-up person arrives



Installation & Dismantle (I & D)

1. Plan both at the same time and place orders2. Maximize your straight-time hours3. Plan twice as long to set up as dismantle.4. Understand the local unions and their jurisdictions,

especially when you need them to work together on a project

5. Walk through your entire set-up schedule with your exhibit house or I & D contractor.



Avoiding Cost Overruns

1. Meet the show contractors’ discount deadlines to get “early bird” discounts.

2. Always ask for the discount. Just about everything is negotiable, but not always with $$!

3. Add 10% to your best budget estimate for emergencies and last-minute opportunities.

4. Get firm quotes from vendors.5. Always make order changes in writing.6. Bring all confirmations and paperwork to the show.



Reducing Headaches

1. Don’t assume anything. Every show is different so read the exhibitor kit!

2. Always have a “Plan B”.

3. Build relationships with your vendors and always have 24-hour phone numbers.

4. Pad your budget with at least 10% extra

5. Pad your timelines before and at the show with extra time

to get things done.



Q & AQ & A

Managing HIMSS08 Show Logistics Managing HIMSS08 Show Logistics and Operationsand Operations

Ask the Experts…

Submit Your Questions NowSubmit Your Questions Now

1.1. Click the Q&A button Click the Q&A button

2.2. Type your questionType your question

3.3. Click submitClick submit


Let the Learning Continue…

Today was just a tiny sampling Stay Involved and get others in your organization

involved in HIMSS Exhibitor University Program:– FREE LIVE and REPLAY educational webinars– Timely and relevant “how to” articles in your Exhibitor

Bulletin– Order TRADE SHOW SUCCESS: multi-media training

program: www.tradeshowturnaround.com


3 VOLUME SERIES– Pre-show: Planning For Profit– At-Show: Best of Show– Post-Show: Real Results

Each Volume Contains:– DVD Video, CD Rom Audio with Tools, CD Rom, Pocket Audio

interview, Leaders Guide, Resource Guide, Pocket Cards. $175 per volume - $475 for the 3 volume set Order at www.tradeshoweducation.com

The complete step-by-step guide to trade show success

managing himss 08 show logistics & operations webcast #1 welcome to... how to save time, money...

Documents

exhibitor services manualhttp

exhibitor manual

exhibitor service kit

logistics operationswebcast

time exhibitors

advertising opportunities

groups vendors

quality of service