NHS Confederation annual conference and exhibition

15 – 17 June 2016

Manchester Central

Jamie Trevor

Exhibition Operations

Manager

Header Text is Arial 16pt blue

• Body text is Arial 14pt grey

• Body text is Arial 14pt grey

• Body text is Arial 14pt grey

• Body text is Arial 14pt grey

• Body text is Arial 14pt grey

• Body text is Arial 14pt grey

Slide Title

Shell Scheme Stands

Shell Scheme Stands

• Shell scheme structure – GES

• 2 x 35w spot lights, 1 x 500w power point socket

• Fascia name board on each open side of the stand

• Light blue carpet

• Stand personnel passes

• All lunches and refreshments (tea/coffee, etc) provided free of charge

• Entry into the exhibitor section of the conference and exhibition guide

• Entry on the A-Z exhibitor listing on the event website

• Logo in guide and on website - NEW

• Pre-event link from our website to your organisation’s website

• One free three day delegate pass - NEW

The Exhibition

Space Only Stands

Space Only Stands

• Space in the exhibition hall (no carpet, lights or power supplied)

• Stand personnel passes

• All lunches and refreshments (tea/coffee, etc) provided free of charge

• Entry into the exhibitor section of the conference and exhibition guide

• Logo in guide and on website - NEW

• Pre-event link from our website to your organisation’s website

• One free three day delegate pass - NEW

The Exhibition

Slide Title

What’s not included?

• Furniture

• AV/IT equipment hire

• Internet/WiFi/phone line

• Data capture devices/badge scanners

• Accommodation

• Access to plenary and breakouts – delegates only

• Stand catering

• Storage

• Build up/breakdown services

The Exhibition

Exhibitor Manual

Contains all the logistics information, contact details and forms

required by each exhibiting organisation

• Audio visual, telecoms and WiFi

• Contractor information and essential contacts

• Deadline dates and times

• Electrics and shell scheme extras order forms

• Exhibition rules and regulations

• Fire and safety regulations

• Furniture orders

• Health and safety, method statement,

• Risk assessment and fire risk assessment guide

• Insurance

• Travel instructions to Manchester

The Exhibition

ETM – NHS Confederation formsForms for both shell scheme and space only - required or optional

• Exhibition guide entry and logo

• Fascia name board confirmation (shell scheme)

• Free delegate place form

• Conference dinner ticket (optional)

• Insurance declaration (including a copy of your

Public Liability insurance certificate)

• Risk assessment (different forms for shell or space only)

• Health & safety declaration form

• Build up, breakdown and vehicle passes

• Exhibitor badges

• Stand structure risk assessment (for space only stands)

• Method statement (for space only stands)

• Stand plan declaration (for space only stands)

• Contractor Public Liability insurance certificate

The Exhibition

ETM – Additional forms

• Accommodation – Reservation Highway

• AV/IT equipment order form – ITR

• Data/badge scanners – Live Buzz

• Electrical order form - GES

• Furniture order form - GES

• IT/WiFi/Networking and Telecoms order form – Manchester Central

• Shell scheme extras order form - GES

• Shipping and storage hire – GES or Europa Freight

• Stand catering form – Manchester Central

• Water, waste and air – GES

The Exhibition

Exhibitor Logistics Website

Unique section of the NHS Confederation website

Contains:

All ETM forms

ETM in Adobe pdf form

(MS Word versions available on request)

Any additional forms/documents required

Technical floorplan

FAQ’s

www.nhsconfed.org/2016Logistics

The Exhibition

Key Points

• Badges and passes – build, stand, delegate & dinner– Each pass different and has a different registration process. Registration details will be emailed shortly

• Build up/breakdown – CDM– New legislation requires anyone in halls for build up/breakdown needs to be inducted. As stand information is presented

and build up plans formed, more information will be made available

• H&S – eGuide – details in manual

• Risk and Fire risk assessments – needed by all stands

• Insurance – Public Liability – needed by all stands and contractors

• Power– Shell scheme have a single, 500w socket included. Please bring and extension cable to increase number of sockets. No

connecting of extension cable to another extension cable will be allowed on any stand. 24hr power is available but needs to be booked at an additional cost. Speak to GES for any power enquires

• Internet/WiFi– Free wifi available in venue. Stands will need to order either hardline or wifi connection(s) if they are demonstrating

website on their stands

• Data scanners – can be hired from Live Buzz. Details to follow

• Alcohol and stand catering – Alcohol can be served on your stand after the final session of the day. Any food or drinks, served on your stand, must

either be agreed or ordered from Manchester Central

• Football– We will be showing the Wales V England match at 2pm Thursday. Sessions will also be continuing at this time. Stands

may also show the game but with noise kept to an acceptable level

The Exhibition

How to plan your

exhibition stand

What are exhibitions and why do we do them?

How can I choose, plan and deliver a stand at an exhibition?

What do I do post event?

How to plan your stand

Conversation

• Promoting your products and services – therefore customers

• Overcoming objections

• Telling the story

• Gauging the market

• Market research

• Customer care

Concentration

• Of exhibitors

• Of pre-qualified targets

How to plan your stand

What are your aims and objectives? – ROI

• “make contacts” - Really?

• “raise our profile” - How?

• Why do you want to be there?

• Your aims/objectives need to be measureable

with data capture being central to this

How to plan your stand

Choosing the event

• Know the audience

• Ask the right questions of the organiser(s)

– Delegates – seniority, priorities, willingness to interact

– Breakdowns

– Geographical spread

– Speakers

– Detailed information

• Know the event

• Type of shows will differ

• Know the package you have bought or been given

How to plan your stand

Refer back to aims/objectives when…

• Budgets

• Marketing strategies

• Stand layout

• Branding

• Graphics

• Literature

• IT requirements

• Staffing – this one is key!

How to plan your stand

Planning your presence

• Who’s doing the work and do they know why?

• Do staff know the aims and objectives? - How these influence what you do

• What outcomes to you want? – Generate 100 leads

• Who do you want to talk to? Make contact pre-event

• Don’t confuse your reasons for being there

– “We handed out 100 brochures” But did you say anything about them? Do you know

who you handed them to?

– “We collected 50 business cards” And did you talk to the individuals and agree next

steps or did they just want to win the hamper?

• Use of literature should be supplementary to your activities

and not central to them

• Qualify your contacts – if you just have a name and address and no further

details it’s not a warm lead

How to plan your stand

Staff selection and communication

• So many don’t know why they are there! Is it their fault?

• They only know their own work

• Lack of training and support

• Unrealistic expectations

• There at the wrong times

• Too busy with the day job

• Don’t know how to behave

• Does the stand manager have authority?

How to plan your stand

Character, Motivation, Skills, Behaviour

• It’s not easy

• Rejection – deal with it

• Listen

• Stand rota

• Breaks

• Food

• Does everyone need to be there at 8am?

• Make the first move – what’s your chat up line?

• Don’t let anyone get away!

• Keep up the front

How to plan your stand

Before you get to the show

• Programme

• Delegate list

• Staff engagement

• Staff training and support

• Messaging – getting the balance right between too much and too little

information

• Social media

How to plan your stand

Post event

• You should already have worked out how to measure your success

• Follow up and review

• What happens to those leads?

• Formal reports

• Successes/Failures

• Learning for next year or for the next event

How to plan your stand

Thank you