Final Report Written by Marsha Mielke, Co-Chair
Committee Members

Sara Pimental, Co-Chair: Coordinate with conference site & exhibit company. Process registrations.

Marsha Mielke, Co-Chair: Author mailing, evaluation form & final report. Follow-ups with exhibitors who have not responded.

Marlene Rogers: Compose listing of exhibitors and addresses; Do mailing.

Esther Johnson: Coordinate raffle and sponsorships.
 
 

PROCEDURES:

RECOMMENDATIONS: Committee should have a 3- 5 members. What was recognized as the Fundraising Committee in the past, should be part of the Exhibits Committee as we functioned this year. Responsibilities include coordinating raffles, soliciting sponsorships.

1. Review documentation, final report and exhibitor evaluations from prior meetings.

2. Confirm physical location of exhibits at conference site and exhibit services provided by conference hotel.

3. Identify possible exhibit companies that provide services such as set up, tables, chairs, drapes and other equipment and electrical needs. Ask for bids and decide upon company.

4. Prepare and mail out initial mailing (Appendix A) to possible exhibitors (Appendix B: listing of exhibitors). Ideally, this should be done by Sept. so there is ample time for follow-up. Includes letter of intro., fact sheet, badge request form, registration form, and donation form. Note: Registration includes two meeting registrations, but not food/special event. Include registration form so they may sign up. This represents a lot of information gathering from other members of planning committee such as program to determine times and events. Be sure all exhibitors get a finalized meeting schedule at setup.

RECOMMENDATION: Include cancellation policy on registration form. Decide if there is a full or partial refund and deadline dates for cancellation.

Registration form should be clear that they can either attend meeting as exhibitor or donate monies, raffle prizes, or meeting trinkets (such as bags, water bottles), or both.

5. Process incoming registration form.

6. Follow up by E-mail or phone with expected exhibitors that have not responded.

7. Coordinate process to provide beyond basic booth services with exhibit company.

8. Assign exhibitors to booth locations. Things to consider: sponsorships, donations, spreading the different types of products and services out and placement of food and refreshments.

9. Finalize exhibit time with program committee; finalize food setup with planning committee.

10. Encourage sponsorships & donation of door prizes for raffle. Sponsorships should be included on meeting website. Create poster that recognizes sponsorships.

11. Assign a committee member to oversee room setup.

12. Coordinate raffle. Needed equipment and supplies include tickets, microphone, basket.

13. Prepare and distribute exhibit evaluation form at the annual meeting.

14. Compile evaluations and write final committee report.

BUDGET

Revenue from Exhibitors $400 x 21= $8600

($8600 includes ISI check which is enroute to Tilly from Sara)

Contributions $1050

Total revenue = $9650

Expenses:

GES charge $5960 additional labor charge $850

Total expenses:$6810
 
 

EXHIBITORS

Academic Press

Aries Systems Corporation

Blackwell Information Services

CINAHL Information Services

Doody’s Review Service

Ebsco Information Services

FAXON

Integrative Medical Arts

High Wire Press

ISI

Majors Scientific Books

Matthews

MDConsult

Medical Data Exchange

Milford Bookbinding

MLA

National Network of Libraries of Medicine

O’Reilly and Associates

OVID Technologies

PSRML

Rittenhouse Book Distributors

Rowecom

UpToDate
 
 

SPONSORSHIPS

Ebsco Information Services $100.00

CINAHL Information Services $100.00

Majors Scientific Books $500.00

OVID Technologies $100.00

Rittenhouse Book Distributors $250.00
 
 

DOOR PRIZES

Bottles of Chardonnay (2) Dr. William Siegel

PDR of Herbal Medicine (2) Rittenhouse

MLA Membership-1year (MLA)

Doody Publishing subscription - 1 year (Doody Publishing)

Online Inc. Certificate to Intranets ‘99 ($395 value)

Health Information Packets (11) (Krames)

Matted & framed flower print

Pasta forks (2)

Rain fall

Alien Mug

Logo Tote Bag

Computer China Box

Floating Pen

Fenus Sand Timer

NASA T-Shirt

NASA Commuter Mug

Online Inc. also provided two magazines for distribution to attendees: DATABASE (100) and ONLINE (50).

Company Name:

Academic Press, Aries, Blackwell’s Information Services, Cinahl, Doody Publishing, Institute for Scientific Info., IMA, Medical Data Exchange, Majors Scientific Books, Milford Bookbinding, Inc., MD Consult, No Name, Oreilly-Associates, Inc, Rittenhouse Book Distributors, UpToDate, Inc, The Faxon Company, EBSCO

Names of Representatives Attending:

Matthew Wilson, R. Wynne, Heather Samson, Peg Allen, Florence Merkl, Donna Delrieu, Jon Darsee, karen Perterkin & William Helvey, Gene Warren & Rob Kanne, Lenny Milford & Aaron Raceslions; Joseph Yellen & Fran Phillips, No Name, Lisa Olson & Linda Lamb, Adam Barrett, Mary Swenson, Sharon Cline McKay, Dave Kerin & Lynn Fortney & Roma Archbald & Liz Harvey & Kathy Miller

Please rate the following:
 
 

Exhibit hours: 6: Too long 10: Just right 1: Too short

Friday may have been enough.

It would be nice to have more breaks with direct access to attendees.

Too early.

Too early Friday.

But would start a little later - 8:00am?)

8-4 Friday, 8-12 Saturday

Time spent with

attendees: 0: Too long 12: Just right 4: Too short

Could be slightly longer.

Exhibit Company: 2: Excellent 11: Good 1: Poor

GES

Hotel Facilities: 15: Excellent 2: Good 0: Poor

The Fairmont

Tables only is a very poor presentation. Like to put up exhibit.

Was the exhibit information received in a timely fashion? 16: Yes 0: No

How much lead time do you need to make a decision about participating?

6 months, 2-3 months (Prefer 6 months); 6 months, 1 month, 6-12 months, 3 months, 3 months, 4 months, 3-4 months, 6 months, 3-6 months, 3 months, 6 months, 6 months, 6 months, 3 months

Is it likely you will attend next year’s meeting? 15: Yes 0: No

1 Unsure

Would you be interested in the following future meetings:

Vendor Presentations? 12: Yes 4: No

Cost, Size of Mtg., Lead & Sale Potential, Cost, Attendees and prospect for acquiring new business leads, Cost, Region, # of attendees, Attendance, Focused access to potential clients, group interest, location, customer attendance, how much binding each particular industry does ,

# of attendees, location, type of exhibit, amount of exposure we will receive.

Close exhibit hall during major sessions so exhibitor reps aren’t just sitting around; can attend sessions. The Audience, location, cost, number of attendees, Number & quality of attendees & cost, Number of attendees, especially decision makers-overall expense-dates (avoiding conflicts with other library meetings), 1. Number of customers attending conf. 2. Number of non customers (potential).

What would have improved your experience as an exhibitor at this year’s meeting?

Set up would have been more convenient if scheduled for the same day of the meeting, with the meeting starting later.

Modem phone line didn’t work for a modem would have been better is it worked.

Better attachment of sign to table.

Slightly more time for attendees to linger in exhibit room, but overall it was good.

I wasn’t able to reserve a room at the Fairmont Hotel.. A room at the conference hotel would have improved by experience.

It has been very good, possibly more exhibitor breaks-though we always prefer short hours.

Better display opportunity

Larger print on participants badges, Larger place for exhibits.

This was a very well organized, well attended regional meeting - Thanks!

Need badge names/institutions larger, please.

More concentrated time with attendees.

Nothing, but vendors who donated to raffle would like their donations identified.

Close exhibit hall during sessions, making it easier for vendor/librarians to participate in sessions. Have food inside the exhibit hall. Avoid prize distribution during exhibit times - had to have conversations when competing with loud speaker.

Large print on name tags.

Close during sessions.

Other comments:

Exhibitors weren’t all supplied with a meeting itinerary.

Enjoyed the show - Thank you for allowing Blackwell’s to participate.

Hotel very nice, but costly, especially for phone services (exhibit & room) and also food.

Fairmont is a great hotel with lots of fruits and beverages.

Thank you for doing the raffle in the exhibit room. It made a real difference. Well done - A great meeting. Offering a raffle where every individual has to visit every booth (or a % of exhibitors) get a stamp (Didnt mla have a passport stamp promo in ‘98?) So only folks who visit all booths get to enter the raffle.

Wonderful exhibit room (lots of windows & space) as opposed to meeting at the Silverado where the exhibit room was considerably smaller. The location was excellent as well. The area allowed each to choose where to stay which was different from the resort where you almost had to stay there and it was a bit expensive.

Exhibit room could have been larger. Room was crowded and loud.

Make name tags bigger - typeface is hard to read!

Close exhibits at 4:00 Friday, Noon Saturday

Close during sessions.