Partner Trade Show

Format: APM features a combination of pre-schedule 1:1 and Group (1 associate:9 partners) appointments as well as time for walk-ups each day.  This is a reverse trade show format - ConferenceDirect Associates are assigned to tables and Partners walk the show floor to meet with them.  

Monday, April 8: 2:30pm - 5:00pm (4:30pm-5:00pm - walk-ups/no appointments) 
Tuesday, April 9: 1:30pm-4:00pm (3:30pm-4:00pm - walk-ups/no appointments)
Wednesday, April 10: 9:15am-11:45am (11:15am-11:45am - walk-ups/no appointments)

Prescheduled Appointment Types:

• Individual one-on-one appointments (Associate/Partner): 8 Minute Meetings; Announcement will indicate 2-minute transition time for next appointment
• Group appointments (1 Associate/9 Partners): 18 Minute Meetings in a Group Setting

PARTNER WEBINAR RECORDING
 

Suggested Trade Show Days: Please review the agenda for events pertinent to your organization. Many of the major hotel brands host events on certain days for our Associates coordinated by your corporate office. Based on these sponsored events, we “recommend” a trade show day for that particular organization to coincide with the corporate event. 

• Monday - Hyatt, IHG, Sonesta
• Tuesday - Marriott
• Wednesday - Hilton, Omni, Vendors (DMC/AV/Etc.)

It is not necessary for you to attend on that recommended day, but simply a suggestion as our event staff tries to manage the flow of the trade show days so that one day is not overwhelmingly busy compared to another.

Key Dates: 

• Week of March 4 – Requested state reports and Associate profiles distributed to Partners
• March 19 – Appointment process opens for Sponsors
• March 20 – Appointment process opens for Partners
• March 21 – Pre-event webinar at 1pm ET / 12pm CT / 10am PT: we will review trade show appointment making best practices as well as helpful ‘know before you go’ event information.  

What to Expect: We provide a reverse-tradeshow format for Partners to meet with ConferenceDirect Associates. Approximately 180 Associates will be seated at tables in the ballroom.  Diagram and table assignments will be provided for Partners to navigate the floor for appointments and walk-ups. Plan on brief conversations (8 minutes) that highlight unique aspects of your business, and targeted questions to uncover specific business opportunities.

Prior to APM, Partners will be provided reports to help create your Associate target list for the trade show. Bring lots of business cards! Please help support our sustainability initiative by refraining from bringing physical sales kits; a digital brochure or presentation on an iPad or tablet may help illustrate your highlights. 

If you are well-prepared and organized, you can plan to meet with 10-12 Associates per day. During the unscheduled time for walk-ups, some Associates may have a line of people waiting to meet with them – it is up to you on how you spend your time; you can wait in line, or move on to another Associate who is available.

Partners should have the APM event app downloaded and a phone, tablet or laptop available to navigate show floor and appointment schedule.

How to Prepare for the Trade Show:

• Prepare a 60-second overview of your property/company/business that is unique, relevant, concise and memorable.  Show images to support your message (newly renovated guest rooms, map of the area, etc.)  
• Leave each conversation with an action plan for next steps (follow-up call next week, email with additional information, plan to schedule site visit, etc.).  
• If you are planning to discuss a specific active RFP, bring the Cvent RFP number for quick and easy reference.
• Download the APM event mobile app.
• Use the state and Associate profile provided by ConferenceDirect to create a targeted “hit list” for the trade show. Reports will be proivded 2-3 weeks in advance of APM.  
• Bring lots of business cards, and digital photos/presentations to use during trade show.

What do I need to bring to the trade show?
Partners should have the APM event app downloaded and bring lots of business cards.

In support of ConferenceDirect’s efforts to produce a carbon-neutral event, we request that all marketing materials and giveaways be digital.

How does the trade show work?
The APM trade show is a reverse trade show format where ConferenceDirect Associates will be assigned to table top booths and Partners attending visit the booths to meet with Associates. 

How will I know where associates are sitting?
The trade show floor plan and associate table assignments will be shared in the mobile app prior to APM 2024.

How should I decide which Associates to meet with?
Review the Reports provided prior to APM, along with your own internal data (lead reports, lost business reports, etc.)  Target Associates who:  book into your comp set; have sent you leads but not booked anything; have tentative business out to bid with your company.

Trade Show Floor Plan/Associate Locations: The trade show floor plan and Associate table assignments will be shared in the mobile app prior to APM 2024.

How to Schedule Appointments:

Before scheduling appointments:

• Take a few minutes to watch our video tutorial and review our appointment guide.
• Review the Associate Report and your State Report to create a targeted list of Associates that you want to meet with. 

Step 1: Select and Schedule Group Appointments

• Click here to login back into your Event Registration
  • You will need the email you registered with and your reference number provided in your confirmation email. 
• Proceed to ‘Session Selection’ page to select Group Appointments
• Select available group appointments. We recommend booking 1 group appointment per day.
• NOTE - When you book a group appointment, your schedule will be blocked at the time and you will not be able to book 1:1 appointments at the same time.
• Once selections are complete, continue through the registration process to save the Group Appointments.

Step 2: Schedule 1:1 Appointments

• Click here to access 1:1 Networking Scheduler Site.  
  • ​​​​​​​You will need the email you registered with and your reference number provided in your confirmation email. 
• Once logged in you’ll arrive at the home page:
  • If appointment requests have been sent to you, you will see them listed here.
  • Select the ‘view’ icon to see the appointment request information. Please select Accept, Decline or Tentative button.
  • If you are declining or tentative, please provide a reason for doing so in the message field.
  • Select Accept, Decline or Tentative button to complete the appointment request.
• Navigate to the Attendee Directory Tab to send out appointment requests:
  • Search for the Associate that you would like to meet with.
  • Select the View icon to send a new meeting request, view the Associate profile information or send a direct message.
  • Select a meeting time that is available on the start time dropdown.
    • NOTE: Only available times will be displayed.
    • If there are no mutual times available, we suggest putting the Associate on your target list for the walk-up time of the trade show OR join their group appointment (if available).
  • After selecting a meeting time, you may enter a meeting Subject Line and Message.
    • NOTE: These are optional but encouraged so that both parties can prepare for the meeting.
  • Press submit to send the meeting request.
    • You will see a message that the meeting has been created successfully pending acceptances by the other party. 
  • Proceed through the same process to schedule additional appointments.
    • A maximum of 6 requests can be sent for each day.  You will need to wait and see if your requests have been accepted/declined before you can book additional meetings. 
• Visit the ‘my schedule’ tab to see your full schedule:
  • Green – Confirmed 1:1 Appointment
  • Orange – Tentative 1:1 Appointment (Requested)
  • Blue – Group Appointment (For 1-day Trade Show Partners you will see the days you don’t have access blocked off)
  • Grey – Non-Trade Show Times 
• Note: Meeting time slots are 10 minutes in length.  This includes a 8 minute appointment and a 2 minute transition to the next appointment. 
• Messages Tab – if you have received or sent messages you can view the conversations on this page.

Best Practices & Preparing for the Trade Show & Appointments:

• Appointment requests, declines and reschedule requests will be emailed to you. 
• Accept or decline the requests in a timely manner so your schedule is up to date. Beginning on Friday, March 22, appointment requests will be auto-declined after 72-hours of no response.
  • You will need to log back into your 1:1 Networking Scheduler Site to accept appointment requests.
• Create Digital Versions of Giveaways, Marketing Materials, Incentives, etc. using a free QR code generator tool such as QR-Code-Generator.com.
• Bring lots of business cards.
• WIFI will be available in the Trade Show rooms.
• ConferenceDirect will share Associate Trade Show table numbers with you via email and the mobile app during the week of March 25^th.
• Beginning on April 1, your My Agenda tab on the mobile app will include any Group or 1:1 Appointments you have made, in addition to other sessions you add to your schedule. 
• Attend the pre-trade show Partner briefing before the trade show begins each day to get final tips and tricks for a successful experience.
• Open Time to Fill?
  • Bring a targeted hit-list and watch for associates to be available.  If they don’t have a scheduled appointment, you can walk up during the LAST 30-MINUTES of each trade show day.
  • Visit the Cvent Help Desk in the Trade Show for tips on how to enhance your listing, run reports, etc.