First Time Exhibitor Best Practices

As a first-time exhibitor, we want to make sure your exhibition experience is as successful as possible. 

Below are frequently used terms and a checklist you can use to help navigate the complicated process 

of arranging your exhibit space.

Frequently Used Terms 

• Exhibitor Resource Center: The *Exhibitor Portal* is your starting point for all important information. You can find everything you need to exhibit here. See below for more information on what is included and how to log in. 
• Exhibitor Service Manual: The Exhibitor Service Manual has many different names including ESK, Service Kit, Exhibitor Service Manual, ESM or Service Manual. Whenever any of these terms are used it is in reference to your Freeman Exhibitor Service Manual. The ESM is where you can find rules and regulations, order booth furnishings, accessories, shipping addresses, access important dates and deadlines and much more! 
• Exhibitor Appointed Contractor: An exhibitor appointed contractor (EAC) is a company other than the event general contractor or official service provider that requires access to a booth during installation and dismantling. The EAC may only provide services in the facility that are not designated by the facility as exclusive to a designated provider, or by the event organizer in a contract as an exclusive service for the general or official service provider or other 3rd party.

First-Time Exhibitor Best Practices

• Utilize the *Exhibitor Resource Center* – Each exhibitor has access to an exhibitor portal. Your portal is a personalized tool you can use to access all the information you will need to plan for the event. The console will be fully active approximately 3 months pre-event and includes:
  • Update Your Company Details
  • Manage Mobile App & Online Profile
  • View Your Specialty Booth Areas like Pavilions and Kiosks (if applicable)
  • Exhibitor Registration – Where you can register your booth staff for their event badges
  • A link to your Freeman Service Kit (ESM)
  • A link to Venetian Services Order Portal for things like catering, electrical and more
  • Financials to complete payment of your sponsorship and/or booth space
  • Additional Product Categories for purchase to enhance your exhibitor listing
  • Exhibitor Housing to block your team's hotel rooms
  • Opportunity to purchase the Lead Insights platform to enhance your lead information
  • Registered Media/Press List for download
  • HIMSS Marketing Toolkit to promote your presence
  • Exhibitor Invites Program to comarket your booth and bring your clients and prospects to HIMSS26

*For assistance accessing your Exhibitor Resource Center, please contact HIMSS Customer Success at HIMSSCustomerSuccess@informa.com

•  Read the Service Manual - It is important to read the entire Exhibitor Service Manual thoroughly. Below are the documents we recommend starting with.
  • Quick Facts
  • Exhibitor Deadline Checklist
  • Booth and Event Rules and Regulations
  • Material Handling Information
• Know the important dates and deadlines - Set calendar appointments for order discount deadline, booth approval form deadline and registration deadline to ensure you are saving money and have a smooth set up. All dates can be found in the Exhibitor Deadlines Checklist in your Exhibitor Service Manual and on the homepage of your ESM under the Important Dates and Deadlines section.
• Know who to contact- We are here to assist you, know who to contact when you need assistance.
  • Account Managers: Contract your space, upgrade or add sponsorships, make contact or account information changes.
  • Customer Success: Questions about set-up, need help accessing your portal,  or any time you are not sure who to ask! Contact our Customer Success team. Email: HIMSSCustomerSuccess@informa.com 
  • Freeman Pre-Event Coordinator: Contact Freeman when having trouble placing orders through your ESM, have questions about Freeman billing and payments or are unsure which forms you need to fill out. Call: (888) 508-5054
  • International: +1 (817) 210-4869 (Mon - Thu 7:00 AM - 7:00 PM CT & Fri 7:00 AM –5:00 PM CT)
• Train your booth staff – The best way to maximize your success at any event is to have a fully trained and engaged booth staff. Attendees have expectations when they come to your booth. Below are some tips to get started:
  • Be memorable & enthusiastic
  • Professional
  • Knowledgeable
  • Friendly
  • Courteous to your "guests"
  • SMILE! Have a positive attitude. How often do potential customers make a special trip to see you?
  • Carry and use breath freshener spray or small mints (Tic Tacs vs. large, bulky mints). Shy away from spicy or garlicky food and alcoholic beverages
  • Avoid chewing gum, eating, and drinking while in your exhibit
  • Keep your booth neat & tidy!
  • While working the exhibit, don't sit in your booth or lean on the exhibit counters
  • Don't spend time talking on your cell phone, with booth neighbors, or to your other booth staff
  • Make eye contact; never ignore a prospect, even if you're with another prospect. (Give them a nod and "just a minute" sign). Include them into your conversation
  • Greet attendees by name. If you can't pronounce it, ask!
• Put together a trade event survival kit – Include the kit in your freight or checked bag including:
  • Copies of all orders and tracking number
  • Small tool kit
  • Staples, scissors and tape
  • Pens and markers for labels
  • First Aid kit
  • Bottled Water
  • Extra hand sanitizers on hand
• Plan for move out – Move-out is often one of the most confusing and overlooked parts of tradeshow management. Each facility, contractor, and event comes with their own unique move-out challenges. Here are a few notes to get you started:
  • Pre-arrange your outbound shipping before you get onsite! Submit this form through Freeman to request Outbound Paperwork.
  • Plan Ahead! Contact your Customer Success Specialist 6-8 weeks PRIOR to the event to discuss the move-out process if you have any questions.
  • After emptying crates, place empty labels on all sides of your crates and cases. Remember to remove old empty labels. Additionally, the empty labels are sometimes color-coded, so make sure you get the correct color and be sure your booth number is on each label. This will ensure no crates are lost or separated and will speed up moveout. Don’t forget to label your pallets if you need them back for return shipping. If they are not labeled they will not be returned to your booth.
  • Large events take time for the crates, pallets and empty boxes to be returned to the booths for load-out packing. It can take 6 hours or more for empty crates to be returned to the booth, please plan your departing flights appropriately. Loose cartons and fiber cases will be returned first so you can start packing. Wooden crates and skids will be next. Material return is random, and holding your empty crates during setup will not get your crates back to you any earlier. If you hold your empties, the Floor Manager will warn you at first and then have your empties removed.
  • Be sure to have a removal plan for all of your materials. 

Be sure to read through the Move-Out information located in your Exhibitor Service Manual for more

tips on move out.

• Additional Tips:
  • Keep the total square footage of your booth space in mind when you order decorating items. Do not order more than will comfortably fit in your booth and allow you to do business.
  • If you have multiple locations, please complete a new and separate order for each location (booth, meeting room, etc.).
  • Take a company credit card to pay all balances due on show site and for deposits on rental equipment.
  • Work Zone - You should know that the event site and surrounding areas are active work zones.You need to be careful, and agents and representatives are present at their own risk.