Frequently Asked Questions

FAQs

CLA Annual Conference Exhibits Frequently Asked Questions
Are you a first-time exhibitor or an exhibit manager newly assigned to plan your company's participation in the CLA Annual Conference? If your answer is "yes", then this information is for you!

If you are an experienced exhibit manager, and a CLA Annual Conference veteran, you may still want to review the following information to ensure you are getting the most out of your exhibit experience at the CLA Annual Conference.

If you have any information or need further information, please contact Hall-Erickson at 877/252-6036, cla@heiexpo.com.

Table of Contents
Who to Call for Help

1. What is the show schedule?
2. What is included in my exhibit space rental?
3. What other exhibit and promotion costs will I have?
4. How many attendees are expected at this show?
5. How can I attract attendees to my booth?
6. What are typical exhibiting goals for this show?
7. How should I design and organize my exhibit?
8. Are there any display rules I need to be aware of?
9. Who should staff my booth? How can I train them?
10. How do I get badges for my exhibit staff?
11. Are there special hotel rates for exhibitors?
12. When can I set up my exhibit? When must it be completed?
13. Do I need to use Union personnel to install my exhibit fixtures at the San Jose McEnery Convention Center?
14. How much literature should I bring?
15. Where should I ship my exhibit materials: in advance to the warehouse, or direct to the convention center?
16. Can I deliver my exhibit materials to the San Jose McEnery Convention Center myself?
17. What is a bill of lading?
18. What is drayage and cwt? Are there ways to save money?
19. Is there security provided for my booth?
20. Should I insure my exhibit materials?
21. If I have a problem during installation, the exposition, or dismantle, who do I see?
22. When can I begin dismantling my booth? When must I be completed?
23. Is my exhibit material safe once I turn in my bill of lading?
24. How should I evaluate my exposition participation?
25. Can I reserve my 2009 exhibit space before leaving this year's show?

Glossary

Who to Call for Help

We know that direct, early contact with Exhibition Management can be the key to your success as an Exhibit Manager. Never hesitate to ask a question or call to verify information. Each question answered in advance is one less problem to be solved on-site. We look forward to working with you on a successful show!

Conference & Exhibit Staff
Advertising Dawn Murray 800/752-6312 877/252-6036 cla@heiexpo.com	Exhibitor Badges Peggy Hatfield 800/752-6312 877/252-6036 cla@heiexpo.com
Exhibit Rules and Regulations Paul Graller 800/752-6312 877/252-6036 cla@heiexpo.com	Other Exhibit Questions Michelle Dujka / Paul Graller 800/752-6312 877/252-6036 cla@heiexpo.com
Sponsorships California Library Association 916/447-8541 info@cla-net.org	Sunday Lunch Sessions, Sunrise Seminars, Meeting Space Tina Vickery 800/752-6312 877/252-6036 cla@heiexpo.com
Exhibit Space Assignment Dawn Murray 800/752-6312 877/252-6036 cla@heiexpo.com	Program Listings Penny McQuality 800/752-6312 877/252-6036 cla@heiexpo.com
Exhibit Space Invoicing and Payment Heidi DeVilbiss 916/447-8541 hdevilbiss@cla-net.org	Housing The San Jose Marriott Hotel 301 South Market Street San Jose, California 95113 800/831-4004 Online reservations: http://marriott.com/sjcsj?groupCode=claclaa&app=resvlink

1. What Is the Show Schedule?

Thursday, November 13
Noon - 4:30pm	Exhibits Set-Up
Friday, November 14
8:00am - 3:00pm	Exhibits Set-Up
5:00pm - 6:30pm	Grand Opening Reception on the Exhibit Floor
Saturday, November 15
10:00am – 6:30pm	Exhibits Open
5:00pm – 6:30pm	Prize Drawings on the Exhibit Floor
Sunday, November 16
9:00am - 3:00pm	Exhibits Open
3:00pm - 8:00pm	Dismantle

2. What is included in my exhibit space rental?
Exhibit space rental includes a drape background 8' high along the back wall with side rails 33" high, one (1) 6' draped table, (2) chairs, and one (1) identification sign 7" x 44" showing your company name and booth number. Other services include:

• Credentials for your full-time exhibit personnel.
• Complimentary listing in the Final Program Exhibits Directory.
• Inclusion in the On-Site Exhibits Locator and the CLA web page.
• Access to the registration data base for pre-show and post-show mailings.
• Removal, storage, and return of empty boxes, cartons, crates, and skids.
• Carpeting of all aisles in the exhibit hall.
• Twenty-four hour general hall security.
• For the Table Top exhibits, your exhibit space rental includes a 6' draped table and one chair in a carpeted area.

Please note that material handling (shipping/drayage) is not included with your booth. See questions 15 - 18 for more information on shipping and material handling. Tables, furniture, carpeting, etc., can be obtained at an additional rental charge by contacting the appropriate exposition contractor. Note: Table Top exhibits are not allowed to rent additional tables.

What other items may I need to purchase?

Item	Description	Advance Order Prices* (estimate only)
Booth Vacuuming	Vacuuming one time each day. Refer to the GES Exposition Services order forms.	$105 for 10×10 for three days
Carpeting	All exhibit booth floors must be covered. Exhibitors may bring their own floor covering, or rent carpet from GES. Refer to the GES Exposition Services order forms.	$171 for a 9' × 10' standard carpet.
Electricity	Show Management does not provide electricity. Please refer to the Electrical Services order form for details.	$255.25 for a 1000 watt, 120 volt outlet (additional for 24 hour power)
Material Handling	If you ship a booth to the warehouse or directly to the Convention Center, you will be responsible for the Material Handling fees associated with the movement of your freight within the hall. The final cost is based on the weight of your freight. Please refer to the material handling order forms.	$130.05 (GES Transportation Plus Rate) and up per hundred pounds cwt., crated material
Pipe & Drape	Purple and white pipe and drape is provided to all exhibitors with at least one back wall. The back drape is 8' high and the siderail is 3' high.	Included with your space, if not an island booth

*All rates at advance pricing amount. Rates may be more for additional services (i.e.: 24 hour power), and will be higher for show site orders, or orders placed after the advance pricing deadline date.

3. What other exhibit and promotion costs will I have?
On average, your space rental represents about 40% of your total investment in a trade show. Other costs include personnel, advertising & promotion, entertainment, booth construction, shipping and exhibit support services.

4. How many Attendees are expected at this Show?
More than 2,500 library leaders attend the CLA Annual Conference. When trying to determine the number of attendees interested in your product, use the buyer profile information provided in the Exhibitor Prospectus indicating the audience profile, buying power and planned expenditures. This will allow you to calculate an estimated number of prospects for your company and help you in determining the amount of exhibit space required, number of booth staff, quantity of literature, etc.

5. How can I attract ATTENDEES to my booth?
You've reserved your booth space; you've shipped your materials. Now all you have to do is show up. Right? Not quite. The CLA is conducting an extensive attendance promotion program to bring qualified personnel to the exposition, but it will be your responsibility to get them to your booth. This can only be accomplished through an effective program of pre-show promotion to your target audience.

Good pre-show promotions typically include an integrated program of direct mail, advertising, telemarketing, and public relations. The following promotion tools are available exclusively to exhibitors:

• Listing on the CLA Web Site and On-Site Product Locator, and in the printed Exhibitions Guide
• Advance Registration List
• Annual Conference Final Program Advertising
• Include your literature in the Conference Tote Bag, distributed on-site to all attendees with their registration credentials.
• Participate in the Sunrise Seminars or Sunday Lunch Sessions

Remember, your exhibit marketing program must begin long before the first attendee enters the exposition. The Center for Exhibition Industry Research (CEIR) reports that 76% of trade show attendees leave home already having decided which booths they want to visit. Make sure you are on their "must visit" list - start planning today!

6. What are typical exhibiting goals for this show?
Exhibiting goals should complement your corporate marketing objectives. Since exhibiting is probably one of several marketing communication vehicles your company uses, the goals you set should help to accomplish your overall marketing plan.

Like most shows, one of the purposes of the Annual Conference Exhibits is to stimulate sales within the library marketplace for your company. However, the CLA Exposition is considered more of a "contact" Show than an "order writing" Show, meaning that exhibitors use their participation to identify new prospective customers for future follow-up, while also maintaining direct contact with their current customers.

It is unlikely that you will "close" a great deal of business on the Show floor. Rather, it will be necessary for you to collect good information on the prospects you meet at the Show, and to have an effective system of sales lead follow-up in place.

Besides increasing sales and writing orders, other exhibiting goals can include:

• To provide customer service and handle complaints from current clients;
• To enhance your corporate image and maintain industry identity;
• To acquire new sales representatives and distributors; or
• To perform market research on a new product or program.

Each one of these goals is an important aspect of your exhibit plan, and all are important to your organization. Before heading to the Show, be sure to determine the specific end results you want to achieve and then use the SMART formula to set measurable goals for your exhibit team:

Specific
Measurable
Attainable
Realistic
Time Framed

The key to successful exhibiting is knowing where you want to go and having a game plan to get there. Be specific!

7. How should I design and organize my exhibit?
The whole issue of how exhibits communicate with an attendee is a complex one. It involves many design elements including color, words, light, sound, marketing messages, and incentives all in three dimensions and real time. It is a face-to-face experience that has impact far beyond the scope of print advertising or direct mail, and can create an image of your company with a prospective customer that is memorable for months, even years. No matter how large or small, the basic messages your exhibit must communicate clearly and quickly are (1) who you are, (2) what you do, and (3) how you can help. When planning your exhibit design, ask yourself the following questions:

• What type of business are we in?
• What is our corporate image? Do we want to change it?
• What is our product position in this marketplace?
• What are the key benefits in our product message?
• What do we know about our target markets at this Show?
• What is the single focused message we want our exhibit to communicate?

Once you have answered these questions and determined your message, there are a number of sources available to help you in designing and organizing your exhibit. We suggest you contact Exhibitor Magazine at 507/289-6556, www.exhibitoronline.com or the Trade Show Exhibitors Association at 703/941-3725, www.tsea.org for a list of display builders. GES Exposition Services can also assist in this process. Contact them at 800/475-2098, or visit their web site.

8. Are there any display rules I need to be aware of?
Yes. These display rules and exhibit construction guidelines are outlined in detail in your Exhibitor Manual and must be adhered to on-site, or your display may have to go through costly alterations before the Show opens. The display rules are not meant to limit your ability to showcase your product, but rather to ensure each exhibitor an equal opportunity, within reason, to present their product or service in the most effective manner to the audience. The exhibitor's responsibility can be summed up quite simply as "Be a Good Neighbor."

Your agreement to abide by these display rules is a part of the space application contract, and they will be strictly enforced by our Floor Managers at Show time.

If you have any questions, please contact someone in advance. Show Management is happy to review photos or floor plans in advance of the show during your planning process and before you start to construct your display. It is better to do this review before move-in, as changes on-site can be costly.

9. Who should staff my booth?
Anyone who has ever had the misfortune of sending the wrong people to staff an exhibit knows the awful truth: your booth staff can make or break an exposition. Selecting the right people can make your trade show effort a big success, but how do you pick the right team? There are six factors to consider when selecting the right team to work your exhibit: Personality, Attitude Toward Shows, Previous Performance, Product Knowledge, Sales Territory, and Trade Show Experience. Exhibit selling is a high intensity, people-to-people activity, and successful candidates must like people. Effective booth staffers are knowledgeable, enthusiastic, and easy to talk to. Evaluate your booth staff on these factors and build your "dream team" well in advance of the Show.

How should they be scheduled?
When preparing your exhibit staff schedule, remember that a hard working salesperson can be effective for about four hours a day. Even with a periodic refreshment break, the physical and mental strain of exhibit selling can take its toll. During the CLA Annual Conference, try to work with two teams. Make sure they arrive at least 15 minutes early and stay 15 minutes late each day, and ask them to schedule appointments with current customers during slow hours or when they are not on booth duty. Meetings with current customers will be more effective during slower times, while the busy times can be saved for aggressive prospecting.

How can I train them?
If you want to increase the effectiveness of your exhibit program but have very limited financial resources, spend your money on training! This is arguably the most important aspect of any exhibit. Booth staffers must understand that trade shows are not sales calls. Selling at an exposition is different and the biggest factor is time. Your staffers must understand the four skills required in exposition selling - (1) Welcoming the visitor, (2) Qualifying the visitor, (3) Presenting your needs fulfillment solution and (4) Closing and commitment - and use them effectively in a matter of minutes. Making the commitment to train your staff is a monumental step towards increasing your return on investment. We suggest you contact Exhibitor Magazine at 507/289-6556, www.exhibitoronline.com or the Trade Show Exhibitor's Association at 703/941-3725, www.tsea.org for a list of professional exhibit trainers.

10. How do I get badges for my exhibit staff?
To register Exhibit Booth Staff click here.

Exhibitor badges provide your personnel with:

• Access to the exhibit hall during the installation and dismantling periods.
• Early entry to the exhibit hall on exposition days.

Badges are non-transferable.

11. Are there special Hotel Convention Center rates for exhibitors?
Yes! The San Jose Marriott Hotel, 301 South Market Street , San Jose, California 95113 is the headquarters hotel. San Jose Marriott's prime location at the center of downtown San Jose and its connection to the San Jose McEnery Convention Center gives you the ultimate work and play experience. The San Jose Marriott offers express check-out, valet and laundry services, safe deposit boxes, self-service laundry facilities, Marriott "At Your Service" and a gift shop. ARCADIA Restaurant, an elegant, bustling restaurant by Chef Michael Mina, 2002 James Beard Award winner, serves innovative twists on classic American dishes from its unique open kitchen. Corner Market Kitchen offers lighter fare for breakfast, lunch, dinner or snacks.

While there are other hotels in the area, we strongly encourage you to stay at the headquarters hotel. The sleeping rooms in the CLA block defray the cost of the meeting rooms, and the association is liable for significant penalties if the room block is not filled. By staying at the Marriott, you will help CLA meet its contractual obligations, and we will all benefit from lower meeting costs at future conferences.

CLA has negotiated the following special nightly rates* for conference attendees:

Single, Double, Triple and Quad Occupancy: $125
Concierge Level: $145

*Note: These rates do not include applicable state and local taxes. Currently the City of San José Occupancy Tax is 10%.

The deadline for making hotel reservations is October 22, 2009 or until the block fills. After the reservation deadline, we cannot guarantee availability of rooms at the special CLA rate. All hotel reservations require a guarantee through a deposit or by credit card. Advance deposits or credit cards will be refundable if the reservation is cancelled at least 24 hours prior to arrival.

You may make your reservation directly with Marriott Reservations at 1-800-831-4004 between 6:00 am and 11:00 pm Pacific Standard Time. Attendees should request the California Library Association rate in order to receive the special group rate. Or, you may make your reservation online at http://marriott.com/sjcsj?groupCode=claclaa&app=resvlink

12. When can I set up my exhibit? When must it be completed?
The installation period for this year's Show will begin at Noon on Thursday, November 13. Exhibitors who ship their exhibit material to the advance receiving warehouse will find their materials already delivered to their booth space when they arrive on-site. Those shipping direct to the San Jose McEnery Convention Center should arrange to have their shipment delivered as early as possible on Thursday, to provide them with as much installation time as possible.

Exhibitors should be reminded to send floor plans with electrical and internet/telephone drawn in if you want your ordered utility work done before you arrive or along with GES as the carpet is put down. 

The installation of all exhibit fixtures and materials must be completed by 3:00pm on Friday, November 14, and all shipping crates, packing cases and cardboard boxes must be labeled for removal to storage in order to allow for the laying of aisle carpet and a final cleaning of the exhibit floor. Exhibitors are cautioned to make travel arrangements allowing sufficient time to complete their exhibit installation prior to 3:00pm.

13. Do I need to use Union personnel to install my exhibit fixtures at the San Jose McEnery Convention Center?
In most cases, yes. Click here to review the GES Show Site Work Rules.

Union jurisdictions prevail over all set-up and dismantling of exhibits including signs and laying of carpet. This does not apply to the unpacking and placement of your merchandise. Any installation of exhibits or displays which requires the use of hand tools, or more than one person, or longer than thirty minutes (including crating and uncrating) to install, or exceeds ten feet in any direction, shall be installed by Union employees. One full-time company employee may supervise work with the Union crew.

Union jurisdictions prevail over the operation of all material handling equipment, all unloading and reloading, and handling of empty containers. An exhibitor may move material that can be hand-carried by one person in one trip without the use of dollies, hand trucks, or other mechanical equipment.

Also note that TSE is responsible for supervision, assembly and removal of truss assemblies for lighting, audio-visual equipment & special effects, whether hanging or floor standing. All power, electrical labor orders, and additional requirements for such equipment must be placed through TSE as the electrical contractor. Your representative may be present during the assembly or the installation/removal of your truss or lighting.

GES Exposition Services will have qualified labor available for those exhibitors who need labor services. Exhibitors who want to use the services of a company other than the Official Service Contractor for the installation and dismantle of their display must submit the "Non-Official Contractor Notice" to Show Management by October 13, and ensure their Non-Official Contractor submits the proper General Liability Certificate of Insurance .

How Can We Minimize Labor Expense?
By being as productive as possible. In order to minimize the expense of union personnel, place your labor order in advance to ensure their availability when you are ready to begin your installation. Have good drawings or photos available of how your exhibit fixture should look, know when straight time (regular work hours) begins and ends to avoid overtime surcharges, and be there to direct and supervise for the entire installation process. You may find that experienced union laborers actually expedite your exhibit installation process, saving you time and money!

14. How much literature should I bring?
We strongly recommend that you limit the amount of literature you bring to the Show and that you only distribute it to qualified attendees with whom you have had a sales contact. Often exhibitors ship in thousands of four-color product brochures, only to leave them behind with the trash.

Instead, we recommend that you bring a limited quantity of literature for your sales discussions and that you concentrate on developing an effective lead follow-up program that allows you to quickly and efficiently fulfill any attendee requests for product or program information after the exposition. You will find that most attendees will appreciate receiving the material in their office immediately following the exposition and not having to carry your literature home with them on the airplane.

Can I Distribute My Literature in the Registration Area, Show Entrance, or in the Aisles?
No. All sales activities (literature/invitation distribution) must be contained within your rented booth space. Besides the obvious traffic congestion this practice would create, it violates a basic tenet of exposition management - "To design and manage an exhibit floor that ensures each exhibitor an equal opportunity to market their product or service." Therefore, we cannot allow exhibitors to distribute material in any area of the San Jose McEnery Convention Center other than their rented booth space.

There are many advertising & promotional opportunities for exhibitors to gain additional visibility. (See Question 5.)

15. Where should I ship my exhibit materials - in advance to the warehouse, or direct to the Convention Center?
Making the right transportation decisions for your exhibit materials will not only save you time and money, but also a lot of aggravation. Exhibit transportation can be fairly complex. Review each transportation option in terms of cost, time frame, and type of shipment, and choose the one that best fits your situation.

When possible, ship in advance to the warehouse. Our drayage contractor will receive materials and provide up to 30 days storage before delivering them to the San Jose McEnery Convention Center. Although the advance receiving rates are approximately 25% more than the direct shipping rates due to the additional handling, shipping your materials in advance is a good investment for the following reasons:

• You can verify receipt of your materials in San Jose well in advance of the exposition, without worrying about lost or misdirected shipments.
• You won't have to deal with stand-by charges from your motor freight carrier while your direct shipment waits in line to be unloaded at the San Jose McEnery Convention Center.
• You can be assured that your materials will be in your booth space when you, or your set-up crew, arrive to begin the installation process.

Click here to link to the GES Shipping forms, or visit GES online.

16. Can I deliver my exhibit materials to the San Jose McEnery Convention Center myself?
Yes. GES will offer cartload service from your vehicle to your booth. Please refer to the GES Cartload Service Order Form for details.

Can I carry my exhibit materials into the San Jose McEnery Convention Center to my booth?
Yes. Exhibitor personnel are encouraged to carry small packages and cartons from parking lots that can be easily handled by one person without the use of a hand truck or luggage cart. However, if your materials are large enough to require a hand truck or "dolly," you must follow the shipping instructions previously outlined for private vehicles.

Note: Exhibitors are not permitted to carry items from vehicles which are unloaded behind the exhibit hall. These vehicles will be unloaded by GES.

17. What is a bill of lading?
Also known as a material handling order form, the bill of lading is a list or inventory of goods being shipped. It serves as a document establishing the terms between a shipper (the exhibitor) and a carrier (the transportation company) listing the number of pieces, and a total weight for the shipment. It is usually prepared by the shipper on forms provided by the carrier and is needed for both inbound and outbound shipments.

18. What is drayage and CWT? Are there ways to save money?
Drayage is the charge for moving your exhibit materials from the dock to your booth and moving your materials back again. It is calculated on a CWT basis (per hundred weight, or fraction thereof) per shipment, and varies depending on the type of shipment, the amount of handling, and the time of day. Be sure to review these costs when you prepare your show budget. You can contact GES in advance to get an estimate of these charges.

Why does it cost as much to move my crates into the Convention Center as it does to ship them to San Jose?
Because of the operating costs the drayage contractor must absorb involving trailers, forklifts, dollies, dock plates, and rigging equipment; the labor costs involving teamsters and crate handlers, stewards, and traffic foreman, and the workman's compensation and insurance costs that go with this massive amount of labor; as well as the facility costs of maintaining an advance receiving warehouse along with the marshalling yard rental fees. All of these costs contribute to the drayage rate, but what is most important is minimizing the drayage charge for your shipment. Following are some money saving tips:

• Consolidate shipments of several small boxes into one large shipment to avoid several "minimum" handling charges.
• If shipping direct, request that your driver check-in at the marshalling yard early in the day to avoid any overtime unloading surcharges. The marshaling yard will be open at 6:00am.

19. Is there security provided for my booth?
From the first day of move-in through the last day of move-out, there is 24-hour perimeter security for all exhibit floors. This level of security is intended to control the access of people to and from the exhibit halls in a safe and organized manner. It is not intended as individual security for your booth and materials. Please remember that the San Jose McEnery Convention Center is a public building to which hundreds of individuals have access - let alone the number of individuals involved in the shipping of your materials to and from the exposition, setting up and tearing down displays. Therefore, it is critical that exhibitors work with exposition management in making every effort to safeguard their investment in the exposition. Be security conscious at all times during your stay in San Jose. Do not leave items of value in your booth overnight during the installation period or exposition days without taking security precautions. Review the security guidelines. Please check with Hall-Erickson, Inc. for information on ordering individual booth security personnel.

Remember, the security of your product is your responsibility - don't take chances!

20. Should I insure my exhibit materials?
Yes! Exhibitors are encouraged to insure their materials from the time they leave their office until they return. You can obtain a "rider" to your existing company policy providing all-risk coverage for your materials. Please remember that the drayage contractor cannot be held responsible for the disappearance of an exhibitor's materials after delivery to the booth, or before the materials are picked up for loading out after the exposition. CLA provides a locked storage area for exhibitors who wish to ship their sensitive merchandise to a holding area prior to the exhibitor's arrival at the San Jose McEnery Convention Center (Note: Merchandise only - exhibit fixtures will not be accepted). This merchandise can then be picked up by the exhibitor and delivered to the booth when appropriate.

Remember, it is the responsibility of the exhibitor to insure his property. The California Library Association, their agents, Hall-Erickson, Inc., the San Jose McEnery Convention Center and their respective agents will not be responsible in any way against theft, fire or accident.

21. If I have a problem during installation, the exposition, or dismantle, who do I see?
It is critical to bring any situation to the attention of Show Management as soon as possible so problems can be addressed. You can't turn back time. The first person you should seek out is an exhibits manager, they are there to assist you by answering questions about display rules, help with labor questions, and in general, are a good source of information. They can make your move-in a smooth and productive experience. There will be an exhibits office on the show floor.

Another option is to visit with the exhibitor services staff at the GES ServicenterSM. The staff there has many years of hands-on experience and has lots to offer in the way of assistance.

Of course, the Show's exposition staff will be ready and willing to assist you in any way possible. The exhibits office will be in operation from installation through dismantle.

22. When can I begin dismantling my booth? When must I be completed?
The show will officially close at 3:00pm on Sunday, November 16, 2009. Dismantling of exhibits should NOT begin prior to this time. Respect your fellow exhibitor as he or she may still be conducting business.

Booth Dismantle Schedule: All packing of booths should be completed by 8:00pm, Sunday, November 16. Carriers must check in by 4:30pm on Sunday, November 16.

Dismantle Schedule:
Sunday, November 16 3:00pm - 8:00pm

23. Is my exhibit material safe once I turn in my outbound bill of lading?
No! Turning in your outbound bill of lading does not transfer care, custody, and control of your exhibit materials to the drayage contractor. It simply notifies them that your shipment is ready for loading out and provides any directions you may have on the use of a specific carrier. We strongly recommend that you pack all sensitive products immediately following the close of the exposition on Sunday and remove them from the San Jose McEnery Convention Center, or place them in the locked storage area until they are picked up for return shipment. Simply indicate on your outbound material handling order form the description and number of pieces you have checked into the locked storage area and attach the claim check. The drayage contractor will pick up your materials from there when your entire shipment is ready for loading out. Remember, the drayage contractor cannot assume responsibility for any material left unattended in your booth during the dismantling process. Stay with your materials until picked up.

24. How should I evaluate my exposition participation?
Start with a review of your exhibiting goals (Question 6) and analyze how successful you were in reaching the specific (measurable) targets you set. Invest time with your booth staff immediately following the exposition and record their observations and recommendations. It will pay enormous dividends later. Ask the following questions:

• What could we do differently to improve our performance next time we exhibit?
• What areas need more preparation?
• How effective was our exhibit in terms of layout, location, traffic flow, and demonstrations?
• How effective was the booth staff, the schedule, the training, the pre-show meeting?
• Which products attracted the most attention? The least attention?
• What response did we get to our pre-show promotion? How can we improve future promotions?
• How many leads did we collect? How qualified were they? Who is following up and how?
• Which of our competitors also exhibited? What was their key message or theme?

The answers to these and other questions should help you determine the success of your exhibit program.

25. Can I reserve my 2009 exhibit space before leaving this year's show?
Yes! Next year's Annual Conference will be held October 30 - November 1, 2009 in Pasadena, CA. Exhibitors are encouraged to complete a contract before leaving this year's Show to ensure their position in the initial space assignment procedure. You may reserve a specific amount of exhibit space and configuration, but not a specific booth location. Since space assignments are made on a strict seniority/receipt of application basis, specific booths will not be confirmed until January following the initial space assignment procedure.

Please stop by the Exhibits Office on-site and speak with the HEI Exhibits Management Team regarding your participation in the 2009 Show.