Visiting the Exhibit Hall

Previewing the Exhibits

Exhibits are one of the main attractions at conferences, but they can be an overwhelming experience, especially for a first-time attendee. Prior to the conference you will receive numerous vendor mailings, as the conference registration list is shared with vendors as part of the exhibitor package. Vendors will let you know their booth numbers and any special offerings they may have for visiting their booth. You may want to research vendors’ Web sites before arriving at the conference or discuss your planned attendance with your local representatives. Remember to thank them for supporting our conference. We are friends and partners in making our patients’ lives better.

By exhibiting and sponsoring sessions and refreshment breaks, vendors support the association and conference attendees. Be sure to thank them for their support.

Speaking With Vendors

The layout of exhibits varies based on the allotted space. Some exhibitors will have large, visible booths, while others bring tabletop booths. You’ll find a copy of the exhibit hall floor plan in your Program Book to assist you in finding your way around. Study the exhibitor list before venturing into the exhibit hall, and remember you will have several opportunities throughout the conference to visit the hall.

Target the vendors you’re most interested in and speak with them first. Get as much information about their contracting/subcontracting procedures as possible. The vendors want you to stop and listen to their product information, pick up literature, and learn about their new products. The company representatives always want to know more about you and your facility.

Product samples may be provided so you can begin evaluating the product. You can take the product samples then and there, or ask the vendors to mail product samples to your work address.

If you plan on picking up samples at the conference, pack a flat,expandable extra bag in your suitcase. You can use this to store and transport your product samples. Take that bag straight to your work or home office before unpacking it.

If you would prefer vendors to mail product samples to you, be sure to bring lots of business cards and hand them out liberally.

Tips for Negotiating the Exhibit Hall.

• Work the hall by sections. You can work systematically through the numbered aisles.
• You may choose to first drop off any pre-mailed survey cards you filled out that enter you into company-specific drawings, before seeing all the booths.
• Use large visible booths as landmarks. This will help later when you want to go back to a particular booth.
• If you have some specific goals in mind, check the map and make a plan.
• Another strategy is to first visit all the product companies you use most and then use the rest of the time learning about new companies.
• Last, but certainly not least, is the association’s resource booth. Association board members and other leaders spend time in the booth specifically to meet and converse with you.

Viewing the Poster Presentations

Remember to visit the poster presentations as part of your tour of the hall. Poster presentations are educational, informative, and offer continuing education credits, so be sure to complete the poster evaluation section of the conference evaluation form.

Supporting the Profession

Fundraising activities are a part of every conference. Don’t forget to bring some funds with you when you visit the exhibit hall. Your donation will support the profession in the manner designated.

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