Exhibitor Bulletin
Current BulletinFrom the Bulletin Archive
- Do you have a multi-level booth? Are you planning on cooking, having balloons, trees or a vehicle?
- Exhibitor Appointed Contractors
- Booth Personnel Registration
- Free Product Delivery to your booth
- Save Money by Purchasing Expo Invitations Now
- New Products Showcase
- Exhibitors Beware
- Virtual Trade Show
- Assign Names to Hotel Rooms in your Block before they are Released
- 2009 Booth Space Selection
- Exhibitor Appointed Contractors
- PMA’s Impact Award: Excellence in Packaging
September
Upcoming Deadlines
September 10 – Deadline to submit Exhibitor Appointed Contractor Authorization Form
September 15 — Last day to reduce booth size without 100% penalty
September 22 — Last day to cancel hotel reservation without penalty
September 26 — Last day to register booth personnel in order to have badges mailed in advance (continental U.S. only)
October 1 —Deadline to receive ordering discount from GES on furniture, carpet, etc.
October 1 — Last day to submit catering & food prep order to avoid 10% late fee
October 1 — Deadline to receive ordering discounts on phone, cable, Internet, electric & plumbing services
Do you have a multi-level booth? Are you planning on cooking, having balloons, trees or a vehicle in your booth?
- Cooking in your booth : you must submit a cooking notice and you are required to have a 2-A, 10-BC or 2-A, 40-BC fire extinguisher in your booth. Fire extinguishers may be purchased onsite.
- Vehicle in your booth: please contact show management at showmanagement@pma.com
- Balloons in your booth (if they are your product): submit a balloon agreement.
- Multi-level or Covered Exhibit: review the guidelines and submit plans.
- In accordance with the Life Safety Code, trees without root balls are no longer permitted on the show floor, this would include items such as cut Christmas Trees. For more information, contact show management at showmanagment@pma.com
Exhibitor Appointed Contractors
Exhibitors hiring outside contractors to install and dismantle their booth must submit the Exhibitor’s Application of Authorization by September 10, 2008. New this year, you may log in to the Virtual Trade Show and click on “Exhibitor Appointed Contractors” to submit your forms online. If you prefer, you may fax in the forms found in section 3 of the Online Service Kit. If you have any questions contact Susan Eller at +1 (302) 738-7100 x. 3030 or showlogistics@pma.com
Booth Personnel Registration
It is important that you register your booth personnel online by September 26, 2008 in order to have your badges mailed to you in advance of the show (continental U.S only). All other badges will be available onsite at exhibitor registration. Badges will be shipped via 3-day Federal Express on October 10, 2008 to the attention of the “Mailroom.” Fed Ex packages will contain badges grouped into interior envelopes addressed to the booth sales contact and/or any key contacts for paid registrations. The Fed Ex envelope will read, “Time- Sensitive Materials – Fresh Summit badges enclosed - Please open and distribute interior envelopes accordingly.” This consolidation has been done to reduce the cost of shipping.
Free Product Delivery to your booth on Show Days
Make sure you take advantage of cost savings opportunities. Those companies with 10x10 and 10x20 booths can receive free product delivery from October 25 – October 27. Booths that are 201 square feet or larger can receive a 5% discount on product delivery on show days. In order to take advantage of this discount, product delivery requests must be made the prior day by 5:00 p.m. at the GES Service Center.
Save Money by Purchasing Complimentary Exposition Invitations Now
Do you still need to get your top buyers into Fresh Summit to see you? Purchase additional complimentary exposition invitations now! These invitations will not be available for purchase onsite and by getting them now you will save yourself the expense of having to purchase exposition-only passes for your customers. Questions? Contact PMA’s Solution Center at Solutionctr@pma.com or +1 (302) 738-7100.
New Products Showcase
Attract key buyers with a display in the New Products Showcase! Located in a high traffic area, the New Products Showcase is a series of display cases attracting thousands of attendees. Since it is not part of the exposition halls, it is accessible to buyers before, during and after exposition hours. Learn more.
August
Upcoming Deadlines
August 15 — Deadline to update your Virtual Trade Show listing for the directory
August 21 — Last day to assign names to rooms in your block – rooms without names will be released
August 29 — Deadline to submit 2009 Onsite Booth Assignment application
September 5 —Deadline for PMA Impact Award: Excellence in Packaging submissions
September 10 —Deadline to submit Exhibitor Appointed Contractor Application
September 12 — Deadline to purchase space in the New Products Showcase
Exhibitors Beware
The Exhibitors Directory for Fairs and Exhibitions has been soliciting exhibitors to be part of their publication. Please be aware that they are in no way affiliated with PMA or Fresh Summit. Fresh Summit exhibitors receive a listing in our directory at no charge.
Virtual Trade Show
Don’t forget – the deadline for updating your company description, products/services, and other information for the Virtual Trade Show is August 15 at 5:00 p.m. EDT. To update your information, go to the Virtual Trade Show and enter the email address for the sales contact of your booth and your password. If you have any questions contact Susan Eller at +1 (302) 738-7100 or showlogistics@pma.com.
Assign Names to Hotel Rooms in your Block before they are released
Hotel rooms that you have reserved through PMA’s official housing contractor, but not yet assigned a name to will be released on August 21st. To assign names to hotel rooms visit the PMA Hotel reservation site and click on “My Reservation” in the box on the upper right hand side of the screen. An account number or reservation number and password are required to access your room block. This information can be found on your reservation confirmation or by clicking on the “forgot your password” button. If you have any questions contact Expovision at (866) 774-0457 or Patti Shanks at +1 (302) 738-7100 x3015 or pshanks@pma.com.
Submit your 2009 Booth Space Selection Form
In order to receive your appointment to select your 2009 booth space, you must submit the 2009 Booth Space Selection Form by August 29, 2008. Appointments will begin in Orlando, Florida at 8:00 a.m. on Thursday, October 23, 2008 and end in the late afternoon on Friday, October 24, 2008. All appointments and booth assignments will be done in priority point order. If you have any questions contact Sheli Parlier at +1 (302) 738-7100 x3040 or boothsales@pma.com.
Exhibitor Appointed Contractors
Exhibitors hiring outside contractors to install and dismantle their booth must submit the Exhibitor’s Application of Authorization by September 10, 2008. New this year, you may log in to the Virtual Trade Show and click on “Exhibitor Appointed Contractors” to submit your forms online. If you prefer, you may fax in the forms found in section 3 of the Online Service Kit. If you have any questions contact Susan Eller at +1 (302) 738-7100 x. 3030 or showlogistics@pma.com.
PMA’s Impact Award: Excellence in Packaging
The PMA Impact Award recognizes companies who are leading the way with exceptional produce and floral packaging that demonstrates imagination and makes an impact. Now’s your chance to nominate the pioneer and innovator of your choice, and help us give today’s packaging leaders the recognition they deserve! Deadline for nominations has been extended to September 5.
July
Deadlines
August 15 — Last day to update Virtual Trade Show listing for the printed directory
Exhibitor Service Kit
You should have received an e-mail with instructions on how to access the Online Exhibitor Service Kit and a password from GES to access their online system where you can order carpet and furniture, etc. A folder containing shipping labels, Welcoming Reception tickets and Complimentary Exposition Invitations was mailed to you the first week of July. If you have any questions regarding this information, please contact Susan Eller at showlogistics@pma.com or Jamie Hillegas at showmanagement@pma.com
Submit your 2009 Booth Space Selection Form
In order to receive your appointment to select your 2009 booth space, you must submit the 2009 Booth Space Selection Form by August 29, 2008. Appointments will begin in Orlando, Florida at 8:00 a.m. on Thursday, October 23, 2008 and end in the late afternoon on Friday, October 24, 2008. All appointments and booth assignments will be done in priority point order. If you have any questions contact Sheli Parlier at +1 (302) 738-7100 x.3040 or boothsales@pma.com.
Free Opportunities
Be sure you are taking advantage of all of the promotional opportunities that come with your booth including the opportunity to promote your company to industry press in the official Press Room at Fresh Summit, access to customized e-postcards to send to prospective customers you want to invite to your booth and access to the real-time attendee list, to name a few.
Exhibitor Appointed Contractors
Exhibitors hiring outside contractors to install and dismantle their booth must submit the Exhibitor’s Application of Authorization by September 10, 2008. New this year, you may log in to the Virtual Trade Show and click on “Exhibitor Appointed Contractors” to submit your forms online. If you prefer, you may fax in the forms found in section 3 of the Online Service Kit. If you have any questions contact Susan Eller at +1 (302) 738-7100 x. 3030 or showlogistics@pma.com
New Products Showcase
Attract key buyers with a display in the New Products Showcase! Located in a high traffic area, the New Products Showcase is a series of display cases attracting thousands of attendees. Since it is not part of the exposition halls, it is accessible to buyers before, during and after exposition hours. Learn more.
Fresh Summit Workshops
PMA invites you to participate in our educational workshops, which are free to Fresh Summit exhibitors. These sessions provide another outstanding opportunity to learn and network with buyers and other key influencers at the event. (Excludes general sessions and tours.) For more information, visit http://show.pma.com/freshsummit/2008/schedule.cfm
June
Deadlines
June 30 — Last day to reduce booth size without 50% penalty
Exhibitor Service Kit
A link to the Exhibitor Service Kit will be emailed to you the 1st week of July. A package will be mailed to you with important show information including complimentary exposition invitations and Welcoming Reception tickets. Each exhibiting company will receive 5 expo invitations for each 10 x 10 space rented. Additional invitations are available at a special rate of $90 each, equal to your allotment. Invitations above this amount are available at $180 each. If you have any questions, please contact the Solution Center at solutionctr@pma.com or +1 (302) 738-7100.
Virtual Trade Show
Log onto the VTS to update your directory listing, register booth personnel, and sign up for the New Products Showcase. Exhibitors are responsible for updating and ensuring the accuracy of their company information before the directory download on August 15, 5:00 p.m. EDT. If you have any questions contact Susan Eller at seller@pma.com or +1 (302)738-7100.
2009 Booth Space Selection for Anaheim, CA
In 2009, Fresh Summit will take place October 2 - 5, in Anaheim, CA. In June, you will receive a link to the 2009 Booth Space Application via email. Be sure to complete the application by August 31 so that you may select your booth space onsite in Orlando.
May
Virtual Trade Show (VTS)
The Fresh Summit Virtual Trade Show will open on May 14. You will receive an e-mail containing your login and password information to access the VTS next week. Log in to update your company description, register booth workers and sign up for a spot in the New Products Showcase.
Resources for Visitors Outside of the U.S
Each year, PMA welcomes visitors from 70+ countries to Fresh Summit. In order to ensure a smooth travel process PMA compiles resources for those exhibitors and attendees coming from outside the U.S. Visit PMA’s International Visitors page to learn about applying for a visa, checking on the status of a visa, requesting a letter of invitation from PMA, and tips on safety requirements.
Exhibitor Solicitation Alert
It has been brought to our attention that PMA Fresh Summit exhibitors have received a solicitation requesting voluntary participation to list company information in The Exhibitors Fair Guide. Though this letter mentions PMA and Fresh Summit on the letter, please be advised that this publication has NO affiliation with PMA. If you receive communication from this group or any group that seems suspect, please contact PMA to verify our affiliation.
April
Deadlines
April 30—Begin making hotel reservations
2007 Exhibitor Survey Results
PMA had over 3,300 buyers in attendance at Fresh Summit last year. Review the survey results to find out more about who attended the show and what they are looking for in preparation for this year’s event.
Plan Ahead and Save Money
Make sure everyone involved in designing and building your booth know the booth display guidelines and discount deadlines well in advance of the show. This will help eliminate costly changes having to be made onsite. Use the Exhibit Planner as your guide. The full service kit will be available in early July.
Make Hotel Reservations Early
Exhibitors will have access to hotel rooms beginning on April 30 at 11:00 a.m. (EDT), two weeks prior to attendee access. Be sure to look for an email from PMA giving you access to the hotel reservation site.
Exhibitor Advisory Committee Appointed
In March, a newly appointed Exhibitor Advisory Committee met to discuss ways PMA can help exhibitors be successful at Fresh Summit. Check out the list of committee members and the summary of last month’s meeting to see what was discussed. Contact any of the committee members or Jamie Hillegas at showmanagement@pma.com with other comments or suggestions you have.
Pre-Show Promotion
Promote, Promote, Promote! Take control! Don’t leave your success to chance. A profitable exhibition experience depends on what you do before the show to assure your clients and prospects come to you.
First, identify the audience you want to reach. Then, bring them to your exhibit. Develop a focused and creative approach to attracting attendees.
Statistics prove attendees come to an exhibition with a set agenda of exhibits to visit. Your pre-show promotional activity can get you on that list.
Exposition attendees respond to invitations offering compelling reasons why they should visit a particular exhibit. The invitation can be in many forms, direct mail, telemarketing, advertising promotion, just as long as it provides meaningful information (a little creativity helps, too).
Here are some ideas on how to get your invitation out to your target audience:
- Advertise in trade journals;
- Advertise in the advance show program;
- Add a tag line to all your advertising with the show name and your booth number;
- Issue press releases announcing new products and services, key people attending the show, and special show promotions;
- Hire a celebrity to be at your booth and promote, promote, promote;
- Provide complimentary registration forms to your clients and prospects;
- Mail “personal” invitations two weeks before the show and include VIP cards for access to your hospitality suite or lounge;
- Change your postage meter to announce the show;
- Mail out cards redeemable for a gift in the exhibit;
- Put stickers promoting the show on all company correspondence, including faxes;
- Make telephone calls to your key prospects just prior to the show.
A message from your show professionals and IAEM Services, Inc. Copyright © IAEM Services, Inc.