Exhibitor and Sponsor FAQ

Are you exhibiting or sponsoring at MILCOM 2019? Review important information and deadlines below.
The Exhibitor Manual will be available in August 2019.


  Age Restrictions

Age Restrictions

No one under the age of 18 is allowed in the exhibit hall at any time.

  Attendee List

Attendee List

MILCOM 2019 does not release their pre or post show attendee lists. Lead retrieval units will be available for rental.

  Badges & Registration

Badges & Registration

  • Each exhibiting company will receive One (1) complimentary conference registration per 10’x10’ booth area.
  • Each exhibiting company will receive Six (6) exhibit booth personnel badges per 10’x10’ booth area.
  • Each person staffing the booth will be required to have a name badge and will be required to show a government-issued photo ID.
  Budget

Budget

  • Always order your services before the discount deadlines. Generally, these deadlines are 21 days before the show. Please check for actual deadline dates in your exhibitor service manual.
  • Consolidate your freight and shrink wrap it to avoid additional material handling charges.
  • For large groups use shuttle transportation rather than individual taxi service.
  • Always bring back up supplies so you don’t have to rent them at a premium at the show.
  • Some items are more cost effective to bring on your own rather than renting them over and over again at every show. (i.e. power strips, extension cords, artificial plants, waste baskets, etc.)
  • Consider the costs of rental displays, carpet and booth furnishing versus shipping and material handling charges for your own display.
  • Meet your freight target times (if applicable), and instruct your drivers to check in at the marshaling yard before the deadline time noted in the service manual to avoid additional surcharges.
  • For larger booths - ship hanging signs and carpet in advance to allow for straight-time installation when possible.
  Conference Schedule

Conference Schedule

The conference schedule will be available in Summer of 2019.

  Contacts

Contacts

A list of contacts can be found on the MILCOM 2019 website.

  Costs

Costs

Booth Carpet is required. You may bring your own floor covering or rental from the Official show contractor.

Most Exhibitors will incur/need:

  • Material Handling/Drayage charges
  • Shipping charges
  • Booth furniture (i.e. draped tables, chairs, etc)

If applicable:

  • Airfare
  • Hotel
  • Meals
  • Electric/Phone/internet connection
  Deadlines

Deadlines

Most deadlines fall 21-30 days prior to the start of the exposition. Official deadlines will be posted in the Exhibitor Service Manual later in 2019.

  Dress Code

Dress Code

The dress code for MILCOM 2019 is business attire/uniform of the day.

  Exhibitor List

Exhibitor List

Please visit our website to see a current list of exhibitors.

  Exhibitor Service Manual

Exhibitor Service Manual

The Exhibitor Service Manual will be available in Summer of 2019.

  Exposition Schedule

Exposition Schedule

The Exposition Schedule will be available in Summer 2019.

  Hotel Reservations

Hotel Reservations

Housing for MILCOM 2019 will be available later in 2019.

Important reminder to book your hotel needs only through the Official Housing Company, SPARGO, Inc. MILCOM 2019 cannot guarantee reservations made through any other source are valid.

  Sponsorships

Sponsorships

Check back later in 2019 for a complete list of available sponsorships. Contact our sales team if you'd like to be notified when sponsorships become available at afceaexhibits@spargoinc.com or (703) 995-2567.

  Transportation

Transportation

Norfolk International Airport is the closest airport. Taxis are readily available as well as rental cars.

Exhibitor Resources

Use these helpful tools to give your company the leg-up that it needs at MILCOM 2019. Take pre-event measures and get the word out with social media and email messaging, followed by post-conference outreach. Standout and make your exhibit the best that it can be.


Get the Word Out

  Social Media Messaging

Social Media Messaging

Promote your booth number and any new products and services you are showcasing. Streamline your exhibitor experience by scheduling all your posts for the duration of the event ahead of time. This will ultimately free up time that can be otherwise used to personally engage customers. You and your booth staff may not have the time or manpower to constantly be thinking about social media, so planning ahead is essential.

Download easy to use, free software such as Hootsuite, or Buffer to schedule social media posts in a simple, straightforward interface.

Facebook and Twitter

  • Get involved with the event on social media! Visit the event and host pages below, follow them and join the conversation to increase your visibility.
  • Use the event hashtag in tweets about your products, freebies, demo schedules, and more to connect with your followers and let them know what to expect when they see you there.
  • Give your readers an incentivized message, such as a reason why they should make a stop at your booth.
  • Don't forget to retweet and repost relevant content or updates from AFCEA or IEEE, show management, or other industry thought leaders.

LinkedIn

Linkedin serves as a strong platform for professional networks. Search for groups within your industry who may be interested in your product lineup. Joining specialized groups may give your organization improved visibility.

Follow MILCOM

@MilcomExpo   #MILCOM

  Email Messaging

Email Messaging

Consider sending targeted emails to your customers and prospects highlighting your participation at the conference and invite them to stop by.

Don't forget to specify your target audience in your email messaging. Address your prospects based on if they are loyal supporters, potential customers, industry leaders, etc.

Set up appointments:

  • Contact local prospects to inform them you’ll be in the area.
  • See if they will be attending the show, and aim to set up an appointment for them to stop by and speak with you.
  • If you aren’t sure of local prospects, conduct research to find ideal customers and let them know when you’ll be at the show, and what you’ll be exhibiting.

Pay attention to your subject lines. Make sure they are eye-catching and are MILCOM branded.

Make sure your email messaging is timely. Get the word out well in advance of the conference so your customers and prospects can plan ahead. Additionally, send them a reminder before the event starts to keep your participation relevant.

  After the Conference

After the Conference

Continue using social media to maintain a strong presence in attendees' heads. Following up online can leave a lasting impression on prospects for the future. Having a sense of continuity after the event can strengthen your brand and grow your online following.

Remember to monitor what customers and prospects are saying about you every day so that you may answer questions, make amends to product/service problems, and see how you can improve for next year’s event!

Pre Event Tips and Tools

  Create Unique Landing Pages

Create Unique Landing Pages

Generate widespread awareness of your brand’s presence by promoting your exhibit at MILCOM 2019 on a landing page dedicated to your participation at the conference.

Make sure to keep your landing page updated with your company's products and newest solutions, especially those that will be featured in your booth.

Landing pages should include:

  • Visible links to your social media
  • A basic profile or mission statement of your organization
  • Basic event details (i.e. dates, location, etc.).

Don't forget to link to your dedicated landing page from your social media posts and advertisements to maximize outreach to your followers!

  Highlight Participation

Highlight Participation

In your newsletters, create an event feature or preview by linking to your site’s landing page, or the event page itself. This is an effective way to direct your regular subscribers’ attention to the event.

Include information about your exhibit in press releases and trade publications so media outlets are able to feature or highlight your participation at MILCOM 2019.

Write a press release:

  • Provide more information about your involvement in the show.
  • Be sure to include your company name as well as the event name and year in the title to increase your visibility.
  • Ensure your call to action is compelling, while still being clear and concise.
  • Take advantage of your social media and promote your press release for more widespread distribution.

Convince attendees to join you at the event with a blog post. This will help make the event seem more appealing and interesting if you reflect your organization’s excitement in a blog.

  Enhance Exhibitor Listing

Enhance Exhibitor Listing

According to the Trade Show News Network, about 70% of show attendees assemble lists of who they intend on seeing before the event. Build and expand your brand awareness to maximize your visibility with event attendees before your customers even walk into the exhibit hall.

Edit your Exhibitor Listing on the event page using your unique company password.

Preparing Your Booth

  Get Your Booth Ready

Get Your Booth Ready

Event attendees have a lot of booths to visit, so create an inviting booth that reflects the culture and vibe of your organization. Consider ways to make your booth appealing, such as attention-grabbing copy that is concise and easily interpreted. Create digital graphics or banners that convey a central theme or idea which embodies your organization. Overall, don't be afraid to invest in your booth design. Putting effort into your booth's design and concept can make a lasting impression on potential customers.

Take advantage of empty space; try not to clutter your displays with unnecessary information; make a bigger statement by keeping the focus on your central product or idea.

Create a checklist to make sure your booth shipment is complete and everything arrives on time!

  Staff Your Booth

Staff Your Booth

Send members of your organization who are engaging and knowledgeable about your company’s products and solutions. Consider compiling an employee packet that includes a:

  • Floor Plan
  • List of noteworthy conference sessions and events
  • Verified Attendee Report from last year’s show
  • List of potential questions that attendees may ask you about your company

When dressing for the event, adhere to the conference dress code, but maintain a sense of uniformity to communicate your brand.

Supplement your employee packet with a training session designed to outline your company’s conference goals. Spend time focusing on how to engage a prospect in a short amount of time. An elaborately designed booth may be visually impressive, but it is just as important to have personable staff that's knowledgeable about every aspect of your organization.

  Capture Leads

Capture Leads

  • Lead Retrieval technology is offered by SPARGO, the Official Lead Capture Provider. Order Today.
  • Gather your new leads and drop them into a marketing campaign post-conference to ensure they are reminded of the positive experience they had with your brand.
  • Don't forget to follow up with your leads!

Best Practices at the Conference

  Show up on time! Make sure you know the conference hours.

  Make sure you to send members of your organization who are familiar with your featured products. Booth personnel should be personable, engaging, and ready to field any questions about your company’s featured products and solutions.

  Have an elevator speech ready to quickly and accurately communicate your company's mission and branding. Focus on what your organizational goals are, followed by what goods, services, and/or solutions your company can offer.

  Be present, focused, and engaged - this is one of your best chances to generate new business this year, with attendees who are looking to buy your solutions!

  Keep your booth organized; a messy booth seems uninviting and reflects poorly on your organization.

  Don't forget to have your shipping labels ready.

  Read the Exhibitor FAQ and Exhibitor Service Manual to make sure you have all of the knowledge you need to have a great event!