NAHSL 2016 CPC: Exhibits

Read evaluations for their content, and use as template for subsequent forms. Original can be found on NAHSL's Survey Monkey site. Copy and edit as needed.

• Exhibitor page should be the first one ready on the conference website.
• Extend invitation to MLA and NN/LM to exhibit.
• Get information about conference to potential exhibitors as soon as possible--preferably January. We need to get on their calendars before overlapping conferences.
• Ensure that exhibitors are given information about hotel's shipping policies and given a contact at the hotel for any questions. All charges for oversize packages, items left too long should be strictly between the htoel and the exhibitor.
• Instruct exhibitors to use the Wild Apricot registration forms. You may want to ask both the name & contact info of the person completing the form, and same for the exhibitor who will be at the conference. This can avoid confusion and facilitate follow-up.
• If you fill all the exhibitor spaces you have planned on, ask NAHSL's Wild Apricot guru to set it up to send subsequent exhibitor registrants a waitlist memo. Then talk to hotel about different arrangements that would accomodate more vendors.
• Previous years' exhibitor evaluations are on NAHSL's Survey Monkey account. Copy old one with a new name, and adapt as needed. Members of Executive Board have the password.

• Works with marketing to actively promote conference to potential exhibitors
• Ensures that our conference gets onto their calendar before others, as many chapter meetings are held in October
• Talks to exhibitors at previous year's conference, preferably giving them business card with conference info
• Writes and sends letters to potential exhibitors between previous year's conference and end of calendar year
• Follows up on any non-responders
• Gathers and communicates all needed information from each exhibitor
• Exhibitors value face time with customers. Advocate for their needs to the CPC
• Coordinates and emcee's any vendor lightning rounds
• Invites NN/LM and MLA to exhibit
• Works with Website and Regsitration to ensure that exhibitor registration mechanism runs smoothly
• Tracks exhbitor income, working with Finance chair
• Determines AV needs of exhibitors, works with AV chair to ensure these needs are met