Identify a Conference for your Exhibit

Consider the following questions when deciding whether or not to attend a conference:

• What do we want to get out of this conference?
  For example, are we hoping to educate health professionals about NCI cancer resources, collaborate with others in the cancer community, or raise awareness about www.cancer.gov and CIS?



• How much floor space is necessary?
  Typically, a 10 ft. wide x 10 ft. long exhibit space is all you need.



• What special services must be ordered from the conference contractor?
  Most conferences have an Exhibitor Prospectus containing conference guidelines, deadlines, and order forms for services. Contact the conference exhibit manager directly for this information. Standard items to consider ordering include chairs, wastebaskets, tables (with skirts), and Internet access.



• What kind of exhibit is available to you for loan?
  There are 10 ft. wide x 10 ft. long booths and tabletop structures available. For information on available exhibits, please visit http://exhibits.cancer.gov/exhibloan.htm.



• What are the costs associated with exhibiting at conferences?
  Costs vary from conference to conference based upon the size of the conference and the conference location. It's best to check the conference Web site or Exhibitor Prospectus to gauge costs.

Register in Advance for the Conference

Register Yourself for the Conference

• Refer to the conference host's mailings or Web site for deadlines, cost info, and specific details.
• Your office is responsible for making all travel arrangements to the conference—this includes hotel and flight reservations.
• Registering to exhibit does not automatically guarantee you access to meetings or sessions at the conference. If you plan to attend meetings or sessions while at the conference, be sure to find out whether registering the exhibit booth includes registration for the entire conference or just for the exhibit hall. The conference Web site can help direct you to this information.

Register Your Booth

• Refer to the organization's conference mailings or Web site for deadlines, cost info, and specific details.
• Reserve space for your exhibit and arrange for any services (e.g., electricity, Internet access, carpeting, furniture, and other needs) before the discount deadlines pass.
• Choose the location of your booth. Many conferences allow exhibitors to choose the location of their booth from the exhibit hall floor plan. Note: There may be added charges for certain locations and most booth space is reserved on a first come, first served basis. The earlier you reserve space, the better location you can choose.

Order the Exhibit

• Confirm the size of your booth before ordering. Remember that standard booth space is 10 ft. wide x 10 ft. long:
  • Most conference regulations limit exhibit height; check with each conference to find out what their limitations are. Additionally, you can be fined or required to dismantle your booth if it extends into the aisles—make sure your booth fits within the limits. Check with the conference Web site or contact the conference exhibits manager to confirm booth regulations.
  • NCI's exhibits conform to standard booth regulations for most conferences.
    • Tabletop versions fit on top of standard tables (24 in. wide x 6 ft. long or 30 in. wide x 6 ft. long or 30 in. wide x 8 ft. long)
    • 10 ft. wide pop-up exhibits fit within standard booth space
• Fill out an Exhibit Loan Request form; required to order an exhibit
  • Information needed includes:
    • CAN number
    • Shipping
    • Return shipping information
    • Exhibit set-up/dismantling dates
  • Form is available online at http://exhibits.cancer.gov/plaord.htm
*Note: Arrange for return shipping of the NCI booth prior to attending the conference. In most cases, the exhibit structure will come with shipping labels that are double-sided. They include the conference address on one side and the return shipping address on the other. Be sure to bring FedEx labels and/or other shipping materials with you to the conference as you will need them to return remaining publications or other leftover items not included with the exhibit booth. Otherwise, you will have to arrange for shipping on-site at the conference, which can be more costly.

Select Graphics for Your Booth

• View available NCI graphics in the illustrated "Catalog of Exhibits" at http://exhibits.cancer.gov/catalog.htm.
• Graphics tailored to your specific program can be developed for a fee, with sufficient notice. Contact the NCI Exhibits Coordinator for more details at http://exhibits.cancer.gov/comments.htm.

Create a Staffing Schedule for the Booth

• Plan for an appropriate number of staffers, depending on the size of the booth and conference.
• Use a maximum of 4-hour shifts, if possible; this helps keep each individual energized and helps prevent burnout by the end of the day.
• Anticipate the staff's lunch and break schedules.
• Plan on having at least one staff member at the booth at all times.

Order Materials and Publications

• You are responsible for selecting and ordering any NCI publications for display.
• Be aware of the quantities you order: ordering too much will incur return shipment costs; ordering too little will cause you to run out. NCI Exhibit Program staff can help you determine quantities. In general, order 25-200 of each item depending on the size of the conference, type of conference, attendance, and type of publications that may be requested.
• Information on ordering materials can be found on the intranet at http://oc.nci.nih.gov/planning/cisnci.html.
• Information on NCI's Publication Distribution Policy can be found at http://www.cancer.gov/cancertopics/factsheet/NCI/order-publications.
• Additional ordering information, as well as the publications inventory list, can be found on NCI's Pubs Locator site at https://cissecure.nci.nih.gov/ncipubs/.
  • Orders of 20 or fewer copies of an item may be placed online using the Pubs Locator site

Shipping Materials/Giveaways

• Be sure to check with NCI Exhibit Program staff about shipping materials or giveaways to the conference. Exhibit staff can provide you with deadlines for when materials must be sent and other shipping information.
• If you missed the deadline to ship materials to the conference, send materials directly to your hotel and then bring them to the conference. Do not ship "late" materials directly to the conference center or exhibit hall.