Exhibitor FAQ


The exhibitor list can be searched on the exhibit hall floor plan page


The official dates of the conference are October 31- November 2, 2018.  However, exhibitors may set-up on Tuesday, October 30 and Wednesday, October 31.The exhibit hall is open beginning on October 30, 2018 at 12:15 pm and closes at 1:45 pm on Friday, November 2.

Exhibitors who tear-down before 11:45 a.m. on Friday and will incur a $100  penalty by doing so. The Expo Group can tear-down your booth for a fee if you have a flight conflict.


Networking roundtable information can be found at http://www.samesbc.org/networkingprogram.cfm.   Please ensure that your public information is entered correctly as this will ensure that you are not wasting time later.  You can check and update this information in the "Exhibitor Directory Update" in the left-hand menu.

 


Please visit the Travel & Lodging page of the website for housing information.  Room blocks will open when individual registration is open (July).


If you were not part of the booth lottery for this year, you can still get a booth by clicking on exhibits in the menu, then exhibit sales. Once booths are sold out, we will start a waiting list.

 To get on the waiting list, you must send an e-mail to Kelly Dawson at Kdawson@same.org with your company name, booth contact information, and small business designation if applicable.


There is a key at the bottom of the layout to explain the colors.  When a booth has been reserved through registration, it turns yellow.  Once it is paid in full, it turns red.

Tier 1 booths have been determined to be advantageous locations by show management and therefore cost more.  


1) One 6 ft. blue skirted table.

2) Two side chairs

3) Wastebasket

4) ID Sign (Company name and booth number)

5)  Carpet 

6)  6ft back drape and 3 ft side drape

7) Two complimentary full conference registrations (these people must still register through the booth staff registration link in the Exhibitor Service Center -  there is an option to use your complimentary registrations in this form)

8) Company profile accessible in the on-line layout and search.

 

Any additional furniture & services must be purchased through the Exhibitor Service Manual.  Additional registrations may be purchased through booth staff registration.


Your company must be a sustaining member of SAME in order to receive the member rate for an exhibit booth. Member booth fees do not apply to individual membership.

Your company can become a sustaining member by signing up here: http://www.same.org/index.php/membership/join-same/sustaining-membership-private-sector

If your company does have a sustaining membership, but you're still receiving non-member pricing please finish your booth registration so that you get the location you want and contact Exhibit@same.org.  


Those handling the logistics of the company booth can go to the Exhibitor Service Center and then click on Exhibitor Service Manual.  The Expo Group is the official general services contractor for this show.

The Exhibitor Service Kit will be available on Tuesday, July 31st

 


If you did not pay for your booth during the registration process, you may pay by credit card through the Exhibit Service Center.  You will see the options for payment, invoice, etc... in the left-hand menu.

To pay by check, please follow the instructions on your invoice.  The address is:

SAME (2018 SBE)

607 Prince Street

Alexandria, VA 22314

Please include a copy of your invoice.


 

  • For Exhibits, a 25% deposit of booth fees is required at the time of booth selection.  Booth sales are not final until payment is received in full.  Payment by credit card can be submitted during the space selection lottery; payment by check must be received within 30 days of registration. Payment in full is due September 7, 2018 or 30 days after registration if registering after August 3.  SAME reserves the right to cancel booths that have not been paid within 30 days of registration.
  • Full refund of all payments, less a $75 administrative fee will be granted if written notice is received by SAME no later than August 10, 2018; a 50% refund of total exhibit fees less a $75 administrative fee will be granted if written notice is received by SAME between August 11 and September 10; commencing September 11, 2018, no refund will be granted.
  • Sponsorships must be paid in full by September 7, 2018 and cannot be canceled or refunded at any time upon contract completion.  A separate contract will be administered for sponsorships.


Booth Staff Registration will open in June.  Exhibitor Sales Contacts will receive an e-mail with instructions for registering booth staff.  

IF YOUR COMPANY HAS A BOOTH, YOUR INDIVIDUALS SHOULD BE REGISTERED THROUGH BOOTH STAFF REGISTRATION - NOT ATTENDEE REGISTRATION!!

Anybody that will need to get into the hall for set-up or tear-down of your booth during non-public hours, should be registered through the booth staff registration in the Exhibitor Service Center (NOT the Attendee Service Center).  This will ensure that they have the right badge holder for access to the hall.  All of the same registration types are available in booth staff registration (full conference, one day, etc...).

If you are the sales contact for your booth, you are NOT automatically registered to attend the conference.  Even though you receive two free exhibitor registrations with your booth, those people MUST still be registered through the booth staff registration form on-line.

 


Set-up: Tuesday, October 30, 2018 - 9:00 am - 5:00 pm
             Wednesday, October 31, 2018, 8:00 am - 11:00  am

Show Refresh: You will have an hour and 15 minutes before the floor opens to attendees on Wednesday
             Wednesday , October 31, 2018, 12:15 pm - 7:00 pm
             Thursday, November 1, 2018, 8:00 am - 6:30 pm

            Friday, November 2, 2018 8:30 am -11:45 am 

Tear-down:  Friday, November 2, 2018, 11:46 pm - 5:00 pm

PLEASE PLAN YOUR TRANSPORTATION and SCHEDULE ACCORDINGLY.

A detailed exhibitor schedule will be published in the Exhibitor Service Manual.  The Expo Group can dismantle and ship your booth for a fee comparable to the monetary penalty for breaking down early.

You will be penalized and charged $100 for tearing down before 11:45 p.m. on Nov. 2, so again, please plan your transportation and schedule accordingly.

 


You can update your company profile in the exhibitor service center (click on "update exhibitor directory".  Your login and password can be found on your confirmation e-mail.  

This is the information that will show up when people search for your company/booth on-line.  If you selected the description upgrade during registration, this information will be printed in the on-site program.  Please ensure it is correct!  SAME is not responsible for incorrect or missing information.


There could be many reasons why you haven't received any information from us and in order for you to have a positive conference experience, we need to fix it!  We send e-mails from two databases - registration and membership.

1) Are you a member of SAME?  Members of SAME receive marketing e-mails about conference and advertising opportunities - including alerts as to when registration is open for particular events.

2) Members - are you keeping your profile up to date?  If your SAME Sustaining Member Representative is no longer with your company, our marketing e-mails could be going to an inactive address.

2) Are you the booth contact (i.e. the name associated with the booth) that registered for your company's space?  Sometimes due to company turnover, we find that we are sending e-mails to an address that is no longer active.  You must contact exhibit@same.org in order to change the booth contact for your company.  This is only an issue if you are already registered for this event or exhibited last year.

3) Are our e-mails going to your junk or SPAM folder?  You may have to identify the "same," "goeshow," and "theexpogroup" domains as safe in order to receive our e-mails.  Please ask your IT department how to do this.

4) If you are worried that you are missing something, please make sure you check the conference website.  Most of the time, the information that we send in e-mails can also be found there.


Show Management will publish an attendee list two weeks prior to the conference and again after the conference to capture any last minute registrants.  This document will only include contact information for individuals as they have indicated on the registration form.

This list is for contacting individuals and for a one time marketing effort to promote your booth.  It should not be used for future marketing efforts.

It will be located in all three service centers (attendee, exhibitor and speaker) and a password will be required to retrieve it for your protection.

Your password can be found in your registration confirmation e-mail.


Rules & Regulations

Please print and read the Rules & Regulations.  Pay close attention to #6, #8, #10 and #11.


Yes, you may pass out promotional items at your booth.  Please remember that government employees may not accept items that value more than $20.  

Need a place to start?  SAME uses Advantage Marketing Ideas for promotional items.  

CONTACT:

Michelle Ye

Advantage Marketing Ideas

yeami@aol.com

Direct: 952-368-3018 Fax: 952-361-6591
www.advantagemarketingideas.com


You can provide a place for passersby to drop business cards to be placed in a drawing for a prize.  Here are a few rules of thumb:

1) It is unethical to "rig" the drawing and you could place government personnel and contractors in danger of violating ethics regulations if you do so.

2) Technically, government employees CAN participate in a drawing for an item valued at more than $20 since the drawing is open to all.  However, since different offices can make federal regulations more restrictive if they choose, there may be many government employees that are not allowed to participate.  Please do not tempt or tease somebody for not participating.

3) It's always a good practice to raffle off an item that can be transported via plane unless you plan to pay for shipping.

4) SAME will not be announcing winners at any time.  It is up to the company organizing the raffle to contact the winner(s).  


SAME may have a limited number of rooms available for rent for private meetings.  Prices for room rental will range from $0-$1000 depending on the size of the room, size of the organization and time of day the room is required.  To inquire about meeting room rental, please contact Amira Kruyne, akruyne@same.org.