Conference Best Practices

Before Conference:

-Get conference approved by VP

-Submit Conference Registration

-Pay for conference

  • Check requests are submitted to Vicki Brewer
  • A W9 from the conference is needed for finance to submit a check request
  • Usually send in invoice/conference registration with the mailed check to ensure conference receives our payment (send all of those to Vicki and she will mail them with the check if you request it)

-Book Hotel/Travel

  • If needed make sure to book hotel or travel within a timely manner.
  • Most larger conferences provide room blocks to their exhibitors. They are discounted rooms offered to conference exhibitors, but there is always a limited amount.

-Send in Logo/Company description to conference

  • Some conferences request a logo or a company description. This may be for the website, a mobile app or a program. If this is needed it will either be included as a request on the registration, or the conference will email you asking for it.

-Presentation proposal submitted

  • If you plan to present at the conference, make sure to send in your presentation proposal to the conference.
  • If you need someone to present for you, make sure to request a presenter. This can be done through the marketing resources site, under forms, under Sales and filling out the “education Consultant/National Presenter Request. Login information is at the end of this sheet.

-Post conference dinner planned/booked

  • If you plan to have a dinner or event during the conference, make sure to book the venue and send out emails in a timely manner before the conference.

-Name badges ordered

  • Most conference registrations ask for the booth personnel information when registering, however some of them ask you to submit that information later. If that is the case, you should receive an email asking you to register your booth personnel.
  • It is a good idea just to check before the conference if an email isn’t received, and make sure they have you down as the person attending, that way you receive a name tag at the conference.

-Giveaway

  • If you want to have a giveaway at your conference:
  • Get approval from your VP
  • Make sure to purchase the giveaway
  • Typically a giveaway is a giftcard (such as amazon) or for larger conferences, sometimes an ipad will be approved. Speak to your VP about this. In the past when ordering ipads, they were ordered through amazon, and an ipad mini 2 is what was used.

-Collateral Ordered

  • Make sure to order all of the collateral needed for the conference such as course guides, screen cleaners, pens, brochures, banners and tablecloths.
  • Try to submit the order a minimum of one week before the conference (the warehouse is very busy, and it is not guaranteed they will be able to overnight any materials to you should you forget to order the materials ahead of time)
  • Materials can be ordered through the marketing resources site under forms, under marketing, and filling out the “Marketing Resource Order Form.” Login information is at the end of this document.

-Lead Retrieval Ordered

  • If lead retrieval is offered at your conference, make sure to place an order ahead of time for it to get the discounted price.
  • Lead retrieval allows you to get leads easily by simply scanning the attendees badge, rather than having them fill out all of their information manually.

-Tables/Chairs Ordered

  • Most conferences supply a table and chairs with the booth, however some conferences do not. Make sure to check on that. Information to order a table and chairs should be supplied to you in the form of an exhibitor kit.

-Carpet Ordered

  • Some conferences do not carpet the booth areas. Carpet can be ordered through the exhibitor kit.
  • Make sure to order padding should you need to order carpeting, it will be much more comfortable for you standing all day.

-Conference Bag Insert Sent in

  • Some conferences or sponsorships allow you to provide an insert for conference bags. This is a great way to get Odysseyware into every attendee’s hand. This could include a brochure, a course guide, or a pen or screen cleaner.
  • These can be ordered the same way as the rest of the materials, but as a separate order to be sent directly to the conference director. Place order through the marketing resources site, under forms, under marketing, through the “Marketing Resources Order Form.” Login information is at the end of this document.

-Material handling

  • Some conferences require you to order “material handling.” Basically you are paying for them to receive your packages.
  • This will be provided in an exhibitor kit.
  • Some conferences also offer a pre-conference warehouse where materials can be sent (this I highly recommended. They bring your materials directly to your booth)

-Attendee list received

  • Some conferences provide a pre-registration list. Make sure to get this, especially if you plan to hold any dinners or events during the conference.

During Conference:

-Make sure you know the conference schedule

  • Give yourself plenty of time to set up your booth
  • Know when the exhibit hall is open and when to be there
  • Know when any receptions are taking place

-Get leads from conference

  • Get leads that are interested in learning more about the product you can follow up with after the conference

-Don’t leave smaller items out if conference is overnight

  • Items have been stolen from our booth overnight before.

After Conference:

-Make sure to clean up booth

  • Return labels should be provided to you when you order booth materials, make sure to attach those to boxes.
  • Bring boxes to a UPS store, or a pickup area if the conference or hotel has one
  • DO NOT leave boxes in booth, unless conference offers package pickup from booth.

-Enter Leads into CRM

  • Follow up with leads to make sales.

Marketing Resources Site:

Name: sales

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