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Client: Association of University Directors of Estates (AUDE)
Event: 2017 Conference Exhibition

Objective/brief:
To provide a 50-plot exhibition of various providers at an annual conference in April.

 

Particular challenge:

The exhibition space was split across two atria, each either side of the main plenary room, so ensuring that both received equal footfall would be crucial.  We also wanted to encourage maximum engagement between delegates and exhibitors.

The exhibition is also oversubscribed and attendees need a mix of known faces and new suppliers – not just those that book first. The host University also likes to showcase suppliers that have worked on current or recent projects.

Earlier in the day the exhibition had been visited by HRH The Duke of York and so exhibitor expectations were high in terms of delegate interest levels.

manchester conference and exhibition organiser

How did we meet the objectives and overcome challenges:

To overcome the split footprint of the exhibition, we ensured that there was an equal split of stands in each atrium.  Catering and refreshments were also equally provided in each atrium and the Conference Chair was well briefed on reminding delegates to exit from both sides of the room to cover off all of the exhibitors.

To give AUDE control over which exhibitors attended, we contacted our database of potential exhibitors for expressions of interest before opening the exhibition for bookings. We then passed these to the client Conference Steering Group, which identified a balanced mix of suppliers and ensured no one sector was over-represented.

During this process we also invited exhibitors to advise on how they proposed to interact with delegates.  We wanted to overcome any potential passivity and put the ball in the exhibitors' court to see what ho wthey would do to encourage delegates to approach their stands.  This was a brilliant success with ideas ranging from virtual reality, Scalextric and augmented reality demos.

We appointed two people within our project team to act as the exhibitor points of contact from early on in the planning phase, right the way through to post event queries.

Outcome.

91% of exhibitors scored the event as an excellent use of their time. The quality of Assured Events support was rated at 100%. 86% were very interested in attending next year’s event.

91% of delegates said that they had found at least one supplier that they would be following up with and 100% thought the products and services exhibited were relevant to them.

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“Best I've attended yet (out of 5)”
Delegate: AUDE

 

“Excellent opportunity to network and meet fellow consultants, contractors and estates directors. We would love to have the opportunity to attend next year.”
Exhibitor: AUDE

 

“Many thanks indeed for your excellent support to the AUDE 2015 conference in Stirling. Please could you pass on my thanks on behalf of AUDE to everyone at Assured Events who was involved. It was much appreciated.”
Executive Officer: AUDE

 

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