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Pre-Show Checklist

  1. Exhibit (Booth) Space and EERE Display Reserved

    Reserve exhibit space with the show as soon as possible. The longer you wait, the more expensive exhibit space will be. Purchase of a 10' x 10' exhibit space (typically, the smallest exhibit space available) is normally recommended. The next largest size is usually a 10'x 20' space, which is a double-size exhibit space.

    Then let Marilyn Burgess know (email preferred) to reserve the 10' as soon as you know you will attend the show. We have two large (10') EERE exhibits available — use of EERE exhibits are scheduled on a first-come, first-served basis. We maintain a calendar of planned use of EERE exhibits — please consult with Marilyn Burgess.

  2. Exhibit Space Paid

    Most shows run $1,000 to as high as $5,000 for 10' x 10' exhibit space. Sometimes the registration fee covers equipment like tables, chairs or power, but not always. In such instances, you have to pay separately for these basic items.

    You can normally pay for exhibit space as follows:

    • Have a subcontractor pay.
    • Pay by EERE credit card

  3. Marilyn Burgess Contacted

    Attending a show can be a complicated logistical process. Marilyn Burgess, of EERE's Communication and Outreach Office, can help and is available to help you with logistics. Marilyn's phone number is: (202)-586-2090. Her email address is MARILYN.BURGESS@hq.doe.gov. If you are unable to contact Marilyn, please contact Agnes Savoy. Call Agnes on (202)-586-0303 or email her at AGNES.SAVOY@hq.doe.gov

  4. Pre-Show Publicity

    After you purchase exhibit space, be aware that the show may offer free advertising or the opportunity to have EERE, your team or program, and exhibit number listed in pre-show literature. Discuss this with Marilyn Burgess sufficiently in advance of the show to get into pre-show publications.

  5. Equipment and Services Ordered and Paid

    Most equipment and services are not included with the cost of exhibit space.

    You can normally pay for equipment and services as follows:

    • Have a subcontractor pay (wherever you have funds).
    • Pay by credit card.

    NOTE: When considering what equipment to order, remember that you may need items such as a literature rack with the 10' display - you will need to ensure availability of these items. Also, basic items like chairs, table, carpet and power are sometimes included with the cost of the exhibit, but in most cases, are not.

    Basic items you may need to order for exhibit space include the following:

    • Table
    • Chairs
    • Trash
    • Carpet
    • Power
    • Cleaning services

    Additional equipment you may want to order includes:

    • Computer (monitor, CPU and keyboard may be sold separately)
    • High table for computer
    • Internet connection/phone line
    • Internet browser
    • VCR for videos
    • Card reader

    NOTE: Approximate costs for some of the items mentioned above include $1,500 to $3,000 to rent audio/visual and computer equipment for a 3-day show, and $250 for the card reader. Check with show services for exact costs.

  6. Exhibit Staffing Plan

    You will need to develop a staffing plan for the show. Decide who you want to have attend the show from your team or program area. Consider contract support if you need additional staff at the exhibit.

    Usually, it's best to plan on having at least two people staff an exhibit at a show or conference. That way, if one person takes a break, has lunch or engages with a customer, another person is available to staff the exhibit or answer questions. If you're having multiple staff at an exhibit, it's a good idea to develop a schedule delineating coverage times for everyone. And, keep in mind that it's generally not recommended to have more than two people at an exhibit simultaneously as this tends to overcrowd.

  7. Staff Pre-Registered

    In many cases, the show will give exhibitors several complementary full registrations. You should also receive complementary exhibit-only badges. If you have more staff members attending the show than complementary passes, some staff members will need to register. Usually, they can register for full-conference or exhibit-only admissions.

  8. Display/Publications/Supplies Shipped

    Shipping (General Information)

    Before you ship anything to the show, you will need an address and phone number to ship to, and shipping deadlines. (If you miss deadlines, you could pay substantial late fees.) In most cases, you will have two options regarding shipping destinations. These include shipping to the warehouse or shipping directly to the show site:

    • Warehouse - This option is usually associated with exhibiting at a convention center. Keep in mind that you will need to ship to the warehouse a few weeks before the show.

    • Show Site - Shipping to the show site usually requires that the exhibit and handouts reach the show no earlier than a day or two before the show begins.

    Shipping the Display

    Marilyn Burgess keeps one large EERE exhibit at headquarters, and one is kept at NREL. Marilyn Burgess will determine whether an exhibit gets shipped from headquarters or NREL.

    Selecting and Shipping Publications

    Decide what handout materials you would like to ship to the show. Think about materials for your team as well as EERE corporate materials and materials from other programs that are relevant to show attendees. Marilyn Burgess can help you select items to send and can recommend quantities based on past show experience. But be sure to discuss your needs for handout materials with Marilyn at least three weeks prior to the show or conference.

    All publications should be shipped at the same time to avoid incurring extra costs. Publications should be shipped to the warehouse, if possible. You are responsible for shipping publications and any other desired supplies.

    Be sure to call the shipping destination to confirm that your shipment has arrived.

  9. Travel Clearance

    DOE has established new travel guidelines. Travel to all shows and conferences needs to be pre-approved by EE, so don't wait to the last minute to get travel to these shows approved.

  10. Supplies

    It's suggested that you ship exhibit supplies with your publications. If not, you may want to bring some of the following:

    • Scissors
    • Filament tape (for return boxes)
    • FedEx labels and FedEx account number
    • Mailing labels
    • Service orders (indicate the items you've purchased and what you should expect at your space when you arrive)
    • Show agenda
    • Show layout
    • Your contractor's credit card number used to pay for services (in the event you need to purchase anything after you arrive at the show)

  11. Show Address and Exhibit Number

    Remember to bring this information along so you won't have problems finding the event site. Also, remind others attending the show to bring this information with them as well.