--
Good news: Aaron Larson and Robin Bales are returning in 2010 to manage
the exhibits!
- LIMITED TO PRESENTERS?
- WI-FI CONNECTIONS
- EXHIBITS FRUSTRATION
- SET-UP TIME
- IF IT TAKES A VILLAGE:
- CHECK YOUR EXHIBIT LISTING
- CAN YOU SEND ME A DIAGRAM OF WHERE MY BOOTH WILL BE LOCATED?
- CAN EXHIBITORS ATTEND KEYNOTES?
- REQUEST FROM VOLUNTEERS/DOOR MONITORS
- I'D LIKE TO ATTEND JUST THE BANQUETS. HOW DO I BUY A TICKET?
- EXHIBIT STAFF BADGES
- CAN EXHIBITORS ATTEND THE FREE EVENTS?
- CAN WE HAVE BALLOONS AT OUR EXHIBITS?
- WHAT ARE THE RULES ON POP-UPS?
- DVD PLAYERS
- HIRED HELP?
- DIGITAL CAMERAS AND PRINTERS
- GIVE THEM A REASON TO CHECK BACK....
- DRIVING TO THE CONFERENCE
- SHIPPING INFORMATION
- ELIZABETH'S VERY HELPFUL ADVICE
---------------------------------------------
- LIMITED TO PRESENTERS?
Diane,
I attended the last conference. Can anyone exhibit, or are exhibits limited
to presenters? It was clear that most were presenters but I think there were
several who were not - who were selling jewelry and games and things, for
example, but, of course, I'm not sure. Mary Beth
The exhibits are not limited to presenters. In fact, many exhibitors that at
this conference they've found they get as much *action* when they exhibit as
preent. We do reserve the right to decline applications. Email and describe what
you'll be displaying and we'll proceed from there: diane@smartmarriages.com
-----------------------------------------------
- WI-FI CONNECTIONS
I just got this from Marc Payan who exhibited in Orlando '09 and who also ran the
Tech Boot Camp. Since we'll be repeating in the same hotel this is very helpful information.
> Diane, I had excellent internet access during the Smart Marriage conference using my
> Sprint MiFi connection. I used the MiFi connection primarily at my exhibit booth
> (social media lounge) in the exhibit area. What is MiFi? Think of the MiFi
> like this: It’s a portable Wi-Fi hotspot that fits in your pocket. It uses a
> cellular 3G network to create a portable hotspot which you can share with up
> to 5 users. I prefer Sprint Mifi over others, because of its coverage area.
> Here is a great post at the American Express OPEN Forum explaining the top 10
> uses of Sprint MiFi -LINK: http://bit.ly/TQUS9
>
> The New York Times also ran an article in May-09: 'State of the Art - With a
> Private MiFi Hot Spot, Be Online Wherever You Like' Link: http://bit.ly/IjaJK
I think the point for all of you is that this is an alternate way to have an internet connection at
your exhibit at the Shingle Creek without paying the hotel for an internet cable connection.
I asked Aaron Larson, who runs the exhibits at the conference, and he says, yes this worked
for several people. BUT we need to KNOW IN ADVANCE if you are going to use such a connection
because there are signal dead zones in the exhibit area and we have to be sure we don't locate you in a dead zone.
No charge to Smart Marriages or the hotel for this kind of connection - it comes through the air, like cell phones.
Guess you do have to purchase the wifi service from Sprint or someone - a monthly charge.
I think Marc Payan is now on retainer to some of you for tech coaching. You can contact him here:
Marc Payan He's a genius.
###########################
- EXHIBITS FRUSTRATION
> Diane,
> In the last message to the list (I love the list by the way!) you mentioned
> that the Johnson and Perel books sold out and that people were disappointed.
> I was one of those disappointed people. But do you realize that happened with
> many books and programs? Both of Steve Stosny's books sold out BEFORE his
> keynote. This was my first SmartMarriages so I don't know if exhibits had a
> special problem this year, but if this keeps happening and I suspect it does
> because you said as much in the badge mailing letter (to buy books early
> because they sell out), then I'm wondering if you could help the exhibitors by
> letting them know how many books and DVDs to bring. I wanted to attend
> sessions before I made my decisions about which books and programs I wanted
> to purchase and thought it would be safe to wait until the second day to make purchases.
> Many items were sold out by Friday noon. Also, it was very disappointing that so many exhibits closed
> early. I've never seen a conference that allows this. I did catch you for a
> minute at the end of the Institutes, but you didn't seem to think
> this was a serious problem. I think you should find out how other conferences
> enforce this and your attendees would be very grateful.
> Jennifer
Thanks for writing. I can see why you didn't think I took it seriously. I
think I said something to you about being thrilled for the exhibitors that
they sold so many books or sold all their stuff before the end of the conference
and felt it was time to close. But I do realize it is frustrating. Another woman
was also very upset that the exhibits had closed early on the last day. She had stayed up all
night narrowing down her list of which books to buy and came down
early to buy books before she went to her post-conference institute,
to find a completely empty exhibit hall. She was in shock. She hadn't
read the many notices (badge mailing, onsite packet) that explained that
the exhibits do NOT stay open during the post-conference Institutes. I tried to
cheer her up by saying she could order the books online and wouldn't have to
lug them home with her. She actually started to cry. Just a little, but enough that
it made the point about how frustrating this was for her, and, I assume, for
many others.
I do strongly encourage the exhibits to stay open till the end of the
conference and I do try to help them figure out how much inventory to ship.
However, very few exhibitors seem to think of their spaces as store fronts.
They think of them more as meeting spaces – places to have time to answer
questions about their programs, meet people that might want to invite them
to speak, take their trainings – that kind of thing. The exhibits really are
a conference in a conference, and the exhibitors value that little piece of
real estate where they can meet and greet. It's more affordable than a
hospitality suite, but it's used for that same purpose – establishes them as
a presence in the field. Many exhibits don't sell anything at all, just tell
people about their programs or future training events. And, the
ones that do, seem to assume that if they run out of product people can just
order things online – they don't realize that half the fun of buying a book
is doing it in person from the author and getting it signed.
Also, those exhibits that do stay open till the final bell on Sunday at 6pm
get the advantage of all these last-minute shoppers/bargain hunters.
- diane
#############################################################
SET UP TIME:
> Diane,
> Thanks for the info. One question - it says move in for the Exhibit Hall is
> Wed 8am. What time does the hall open to the public/attendees?
> Jon
The Exhibit area is ALWAYS open. Remember, exhibits are not off in a ballroom,
you're right in the main walkway area. Wed 8am is when the hotel has guaranteed
the exhibit tables will be ready for move in. There will be attendees around as you're setting up.
Kind of like a yard sale where people show up before you have things ready. The MAIN
traffic begins Thurs afternoon. - Diane
###############################
- IF IT TAKES A VILLAGE:
Not to beat a dead horse, but several more exhibitors have chimed in with this "village"
sentiment so sharing one of them to make the point.
> In addition to exhibits whose displays and banners ooze over into others spaces,
> there's also the issue with exhibitors who have multiple people working their
> booths at one time in a small space. You may also let people know that even
> if their exhibit isn't huge, if they have mutliple people who will be working
> or in attendance at their booth at any time, they need to purchase more space! Constant
> apologies for spilling over or blocking someone's exhibits are thoughtful,
> but really don't solve the problem.
So, if it takes a village to run your exhibit, please plan accordingly.
Note that there is a multi-table discount and it's not too late to add a table.
###########################
- CHECK YOUR EXHIBIT LISTING
If you have not done so, please check your exhibit listing as it will appear in the
on-site packets and on the Smart Marriages site:
http://www.smartmarriages.com/exhibitors.html
###########################
- CAN YOU SEND ME A DIAGRAM OF WHERE MY EXHIBIT WILL BE LOCATED?
Sorry, I can't. You'll be shown your location when you arrive at the conference.
You can, however, preview the space - it's a beautiful space located just outside the
Gatlin Ballroom. Check the floor plan:
http://www.rosenshinglecreek.com/ballrooms.asp
###########################
- CAN EXHIBITORS ATTEND KEYNOTES?
> Diane,
> Can Exhibitors attend keynote sessions?
> MM
Exhibit staff cannot attend any conference sessions unless they also pay to register
for the conference. This includes keynotes and workshops, the Fri, Sat, Sun lunches
and the evening events. If it makes you feel any better, this is also true of presenters.
Presenters also must pay registration fees. Even keynote presenters must pay to
attend sessions.
The first few years we included registration in the Exhibit fee but we had many requests to
drop it. Many exhibit staff are hired help and not interested in attending sessions. We
were asked, instead, to reduce the exhibit fee. Plus administration was a nightmare - exhibits
kept changing who was coming to staff the exhibits and what they wanted to attend and
the workshops/badge changes became unmanageable.
_________________________________________
- REQUEST FROM VOLUNTEERS/DOOR MONITORS
Here is a notice that the student volunteers asked me to send exhibitors last year.
I'll repeat it so you see how it feels from their perspective when exhibitors try to "assert" their way in.
> The Volunteer Door Monitors have asked me to please send a reminder email to
> Exhibitors that your Exhibit Badges are just "name tags" and admit you only to
> the Exhibit area. They do not admit you to any conference sessions. The
> volunteers say it is very unpleasant when Exhibitors try to sneak into
> sessions and that some Exhibitors just keep trying and claim they are good
> friends of Diane's. Good friends of Diane's wouldn't do this.
> Thanks,
> Diane
You might want to register for just one day - a Saturday registration gets you into all the keynotes that day including
the lunch keynote and the evening John Gray/Mars & Venus event, plus two 90-minute workshops. The Sunday registration gets you into the keynotes that day including the lunch keynote and the Sunday night Comedy Club, plus three
90-min workshops. Register on-line at http://www.smartmarriages.com
######################
- I'D LIKE TO ATTEND JUST THE BANQUET. HOW DO I BUY A TICKET?
Many Exhibitors join us for the evening events. Bill Doherty's *Becoming Better Husbands* banquet tickets are $39 per person and include a meal plus Doherty's keynote – the top social event of the conference. If anyone from
your group is attending the conference, they can simply call 866-992-9399 and purchase an extra banquet ticket for you which will appear on their badge. If you don't have colleague attending the conference, call the number and purchase a banquet ticket and it will be held for you at the Conference Registration desk. You can also purchase tickets for the specail Sat and Sun night events. You will not receive a conference badge for a "banquets only" or John Gray Sat Night or Sunday Comedy Club only registration, but tickets will be held for you at the registration desk. John Gray's Saturday Night Live Venus on Fire, Mars on ice is $55 and does NOT include a meal. The Sunday Night Comedy Club is $35 and does NOT include a meal. Register for those events here.
#######################
- EXHIBIT STAFF BADGES
> Diane,
> When I filled out the application I listed two people who would be working at
> my exhibit. One of them needs to be replaced. Shall I send you the new
> name? I apologize for causing you more work. Maybe I should just wait and do
> this in Orlando.- SA
You can do it either way. Since Exhibit Staff badges are optional (you don't need a badge to get into the exhibit area) this is not a big deal. More than half the people that staff exhibits are also attending the conference, and just wear their Conference Badge. The others can wear an Exhibit Staff badge – or, not. And some wear fancy badges they print at home that have their name, program logos, and colors. I know some conferences care very much about this and require that all exhibits wear the conference badge and logo. We don't care. So, yes, you can send me the names of staff if you want us to make a badge for them, or wait and do it on-site. diane@smartmarriages.com
##################################
- CAN EXHIBITORS ATTEND THE FREE EVENTS?
> Hi Diane,
> Does our exhibit table fee entitle us to participate in any of the free
> festivities at the Conference? Betsy
Since this is your first conference you may not realize that all
"networking" events are scheduled in the mornings before the keynotes
begin OR during the breaks between workshops and keynotes -- which is when
exhibits see the most traffic. Exhibitors pretty much want to be at their
exhibits during these *networking* times – during the breaks in the schedule.
Really the only free events are the Exhibits themselves. Unlike other conferences,
we encourage the public to "check out the exhibits - the exhibits are free, no registration
needed. So the public might show up at your booth and register for door prizes, come to
check out your resources, etc.
For everything else, even the Networking events, "your conference badge is your
admission, just show up" – meaning conference registrants don't need to specifically
select these networking sessions in advance and the networking events don't appear on their
badges, however, these are not open to the public and are intended for conference registrants.
It's a space and, more important, a "sense of the meeting" issue – not open to the public.
However, if you have extra staff and feel you can spare them and they want to check out
the Networking events, they are welcome unless there is no space. This happened at the
Film Festival last year where we had standing room only and had to turn people away.
So, yes, Exhibit staff can attend Networking events as long as they fit in the rooms -
please use your judgment.
However, let me caution that it is not a good idea for Exhibitors to attend networking
meetings to promote their products - because time is very limited and program promotion
is very obvious - it annoys folks.
Also realize that most exhibitors also attend the conference, so most exhibitors will be
wearing conference badges. They will be able to duck into keynotes and workshops,
are entitled to the keynote lunches, etc. That means they paid for an exhibit AND
also paid for a conference registration. If they have a conference badge we do not
also issue them an exhibit name tag/badge.
And, because several have asked, let me repeat: we do not mind if you want to bring
your own name tags/badges with your logo, full color, whatever. In fact we encourage it.
It's a plus. BUT if you're registered for the conference, keep your official conference
badge handy. You're company name tag won't get you into anything.
****ALSO, realize that at Smart Marriages, unlike any other conference, the EXHIBITS
are themselves FREE and open to the public. Expect to see local Florida folks who aren't
registered for the conference at your exhibits and checking out marriage resources.
########################
- CAN WE HAVE BALLOONS AT OUR EXHIBITS?
You can have anything that is contained in your space and that doesn't interfere with other
exhibits or the aisle. Helium balloons tend to 'float up' - so they shouldn't be a problem.
Though bowls of chocolate kisses will draw people faster than balloons.
Basically you can have anything that does not block the aisle - that doesn't stick out.
Fire marshals are very strict and they check our exhibits at least once. I have to pay for their
inspection and sign their papers, but I've learned that that doesn't mean they won't drop in again.
Please self-monitor and don't make me be the enforcement ogre. I had an ugly scene last year that I can still taste.
Which reminds me to ask now that you not bring bright lights that will shine into other exhibitors
eyes. And, please adjust the volume on your DVDs....it can drive your colleagues crazy and
walking around and mediating these "too loud/too repetitive/too bright" disputes is not fun. Playing
the same DVD over and over and over really does get on your neighbor's nerves.
And, please do help me by pointing out cords that aren't taped down or any other kind of tripping
hazard. - diane
#####################
- WHAT ARE THE RULES ON POP-UPS?
Again, you can have anything in your space that fits inside the parameters. The tables are 30" x 6'.
Figure on a foot at each end - so your space is about 8' long and 6' deep. We can remove the table,
get rid of it, if you decide it's in your way. You can have a free standing pop-up or a table-top pop-up.
You will most likely not be against a wall - all exhibits are out in a big free space. If you do happen
to back onto a wall, realize you are NOT allowed to attach anything to the wall. If you need easels
and they'll fit INSIDE your parameters, bring them. We do NOT provide easels.
Email me if you have a specific question. - diane
#########################
- DVD PLAYERS
> Diane,
> I've changed my mind and I don't want to rent a DVD player. I found a nice
> one for LESS than the price of renting one from the hotel! Please cancel.
> DF
Not a problem and thanks for letting me know.
For the rest of you, you can still add or cancel DVD players, Internet connections, or electricity.
BE SURE you've ordered electric if you plan to bring a DVD player or anything else that you need
to plug in. Electric is $35, DVD player is $200 - includes the player, a 32" screen, & cart, Internet
connection is $250. These are "per event" not "per day" prices. I need to know about ELECTRIC
right now....it affects layout. If you try to add electric onsite, the hotel may not be able to - there are cable and fire marshal parameters. They were able to add two last year for $150 for each connection.
#########################
- HIRED HELP?
> Diane,
> This is my first time at Smart Marriages I'm exhibiting and also hope to
> attend the conference. I know you have been advertising on the list for
> conference volunteers. Will they be available to help staff our exhibits?
> BW
Student volunteers work full time behind the scenes helping run the keynotes and workshops. Even if
they wanted to help, the exhibits, they have no free time.
One option is to contact the Orlando Convention Bureau for a list of Conference employment agencies.
Another, would be to hire teenagers who are accompanying their parents to the conference and who
are eager for employment. We could ask on the e-list. Send your request.
It is also OK to leave your exhibit unstaffed. You can cover the exhibit with the tablecloth we'll
provide to you. Many do this and attend sessions (if they pay registration).
####################
- DIGITAL CAMERAS AND PRINTERS
> Hi Diane,
> I think you should suggest that Exhibitors bring a digital camera and printer
> and give people keepsake photos taken with their heroes. This is especially
> great at the Book Signings. - Fred
########################
- GIVE THEM A REASON TO CHECK BACK....
All conference events are held in the hotel, and everyone has to pass through the
exhibit area many times a day. Make sure you give people reasons to stop at your table:
1) Bring a basket to collect business cards and hold your own door prize drawings –
a book or DVD each day or give away a big grand prize on Sun - a workshop or couples
weekend, sets of DVDs, t-shirts, etc. Post the drawing schedule to give people a reason
to check back with you. A drawing also lets you ask people walking by if they’ve registered
– if they’ve dropped a business card in your basket. The exhibit area is also open to the public.
Each exhibit is in charge of their own door prize drawings – whether or not to have them,
what to give away, when to do it, etc. You set the rules and run your own show.
2) Schedule BOOK SIGNING. Good times: Thurs: 5-6pm. Fri, Sat, Sun: 5:30-7pm. Or, any
morning 7:45-8:15am – Thurs, Fri, Sat, Sun BEFORE sessions begin. Post a sign at your
exhibit to announce the schedule.
3) Very popular are exhibits with give-away noshes.... pretzels, M & Ms, Hershey's kisses,
trail mix, mints, licorice, etc.
4) Show DVDs or live web action. (Email me if you want to add an order for a DVD player
and flat screen monitor. $200 for Wed – Sun. Or internet hook-up - $250. Do NOT send payment.
The equipment will be billed by the hotel to your hotel room.)
5) BEST HINT: Provide "conference-only special prices" - as Dave Carder put
it last year in advice to fellow exhibitors: "This is a great conference to
get your book and materials out in the public, but don't price books with
the plan to make money. Focus on trying to cover your costs and think of it
as advertising." Advertising is expensive and this is a very focused audience –
your perfect target. Create give-away/take-away items with your logo & url &
your training schedule - refrigerator magnets; calendars; key rings; note pads;
quizzes; couples inventories; etc. Willard Harley, John Gray, Tony Robbins and Gary Chapman
each gave away several hundred autographed books and several exhibitors gave
away sample DVDs. You can put a lot of good advertising on a teaser DVD.
I’m sure you can think of additional ideas.
################################
- DRIVING TO THE CONFERENCE
The parking lot is just outside the exhibit area. You'll avoid the hotel's $5 a box
handling charges if you just bring the boxes with you rather than shipping them.
################################
- SHIPPING INFORMATION
Materials may be shipped to Shingle Creek for arrival no earlier than June 30th.
Your Name/Your Company Name
Smart Marriages Exhibits/July 8
Shingle Creek
9939 Universal Blvd
Orlando, FL 32819
A $5 per box/per item storage handling charge is payable to the hotel when you pick
up your shipment.
Please do all you can to make sure your boxes can be easily located. There will be
hundreds of boxes to sort through and there is nothing more frustrating than to have a
box discovered at the end of the conference.
If you are shipping multiple boxes, number and identify them with bold marker with
easy-to-read large block printing on all 6 sides of the boxes. Include your name/company
name and indicate the box is 1 of 4, 2 of 4, etc. It is helpful to also mark all six sides with
a unique, easy-to-spot sticker, bright color, or logo. This helps the Hotel mail room crew
to place all your boxes together as they arrive -- makes it obvious and easy for them if
they can easily see that your shipment is a "matched set".
When you arrive, check-in with Aaron Larson and Robin Bales, Exhibits Managers, at the
Smart Marriages Registration desk across from Gatlin Ballroom E. They will show you to
your exhibit location. After you locate your exhibit table, they will help you arrange with
the hotel mail room for delivery of your packages.
For return shipment of your materials, it is crucial that you bring your UPS, Fed Ex, or other
shipper ID number so you can put it on your shipment home and hand it over to the hotel
mail room for handling. Also, bring your own tape, extra labels, etc to prepare your return
shipment (the mail room charges "hotel" prices). We suggest you fill out mailing labels in
advance and bring them with you.
Please EMAIL if you have questions.
Diane Sollee at diane@smartmarriages.com
############################
- ELIZABETH'S ADVICE
> ------ Forwarded Message
> From: Elizabeth Doherty Thomas
> To: Smart Marriages ®
> Subject: Re: Booth
>
> One thing I would tell newbies is just how LITTLE TIME they'll want to
> be away from the booth. It's odd even when there are sessions, there
> are people who may not attend that time frame and will be going by the
> booths (and those people may be key players that you want to spend time
> with!) You will also want to network with the other exhibitors during
> the workshop times. I would also tell newbies to be prepared to learn a
> TON from people who talk to them. The more open and humble you are, the
> more you may get amazing ideas and suggestions on how to improve what
> you offer. In business speak, it's like having a free test market focus group
> coming up to you without you having to spend tons of money for it. One
> last tip: the conference is extremely diverse so I find the best first
> question to ask anyone who comes up to me is to immediately figure out
> who THEY ARE and what THEY DO. Are they a licensed therapist with a
> passion for stepfamilies? Are they educators working exclusively with
> military families? I can't tell you how much time you'll save yourself
> and others if you find out what they do and THEN give your sales pitch based
> on who they work with! (No point selling someone on your engaged couple
> material when they work with retired couples!) Even if that person has
> no way to plug into what you do, you can still learn a ton from them.
>
> It isn't a relaxing conference for exhibitors but it's my annual
> excitement and energy booster to keep me going for the next year!!!
>
> Elizabeth