International exhibitions, technology and international events Dr Alan Fyall – Module 10

Contents Exhibiting Abroad Planning Considerations Essential Technological Applications Audiovisuals

Exhibiting Abroad

Exhibiting Abroad A truly Global marketplace Despite distances, still considered to be cost and time effective Major exhibitions sold out years in advance Significance of Hong Kong, Taipei, Shanghai, Tokyo, Singapore, Hamburg, Amsterdam, Berlin and Nice

Exhibiting Abroad International exhibit contractors (also serve as fiscal agents) “similar but different” Labor laws, local customs, design codes, construction and operation of stands / booths Hard-modular stands (increasing innovation and creativity) Entertaining / hospitality in the exhibition Custom built stands common (elevated flooring common) Seating, storage and refreshments common Stands organized / located by theme/region/product/service

Guidelines for Exhibiting Abroad Increase lead times (planning, mailing and response) Increase promotional budget (translation, printing, mailing) Increase budget compared to domestic exhibitions Double-check all competing dates Selection of suitable freight forwarder Double-check all taxes (especially VAT) and duties (i.e. gifts) and re- entry of materials (ATA Carnets)

Planning Considerations

Planning Considerations Coordination of exhibit hours with the meeting program (as often conflict between the two) Location / proximity of exhibition and meeting space (i.e. transit time required) Need for overflow space? Distinction made between delegates (and possible impact on visas)

Exhibit Prospectus Date, location, nature of show, anticipated attendance and delegate demographics Exhibitor eligibility Marketing and Media planning Exhibit hours and floor plans (i.e. dimensions, obstructions, utility access) Utility availability

Exhibit Prospectus Shipping and freight forwarding information Contract for space, fees, deposits, discounts, payment schedules, cancellation policies etc. Price lists for all design / stands etc. Installation times, rigging, dismantling etc. Possible restrictions (i.e. municipality, security)

Exhibit Prospectus Registration procedures Restrictions on signage and sound amplification Security and insurance Administrative procedures and functions

On-Site Expectations Familiarity of exhibit area critical “Walk the hall” ….. know the competition, and identify prospects! Very long exhibition days (and nights) Impact on staffing Exhibition attire and electronic “tagging” Signage, language, announcements Security more prominent than in US

Essential Technological Applications

Typical Application Flexible event and session registration Accommodation and itinerary tracking Speaker and exhibitor assignment Conformation letters and mailing labels High-quality name badges and signs Delegate lists, session and event counts (multiple report production) Budget and financial summaries

Web-Technology Wireless connectivity Caveats of Wi-Fi Limited capacity Security Web-based conferencing

Audiovisuals

Audiovisuals Shipping versus international rentals Familiarity crucial Stagehands, camera operators and projectionists Room shape and size conducive to effective AV Slide projection trays of different sizes NTSC (Japan and North America), PAL (Europe, Australia, Africa and South East Asia) and SECAM (France, Germany, Russia and Middle East)

Questions What are the key planning issues that you need to consider prior to exhibiting abroad? International exhibitions have been described as “similar but different”. To what extent is this still true in an increasingly globalised world? What are the principal event technologies that need to be considered when exhibiting abroad?

Questions Office: 219C Rosen College Tel: (407) 903 8808 Email: alan.fyall@ucf.edu