Global Conference: Sponsors & Exhibitors Exhibit Hall Layout

The process by which the tables are set up within the Exhibit Hall is an area where consistency is important to ensure the needs of our financial supporters are met in an equitable way. The following process helps ensure this is done consistently from year to year and conference to conference.

1. The final deadline closes for all sponsors/exhibitors to register (as well as the deadline to purchase an additional table, if that is offered in a particular year). The final deadline is typically after the advertised deadline, to provide sponsors with additional time to register if needed. The deadline is determined by the Executive Director based on the overall timeline and a desire to communicate information to our exhibitors in a timely manner. It's communicated with all companies multiple times. 
2. The total number of tables is determined based on the final sponsor and exhibitor registration counts, including any complimentary tables and tables CSEA will be using.
3. Connections works with the conference A/V provider to find out if we will be able to provide electricity to all companies, and if there is a cost to do so (this will determine where the tables requesting electricity are located).
4. Connections provides the hotel with the final number of tables and requests an Exhibit Hall layout document from the hotel (in PDF or jpg), with an indication of where each table will be located.
5. The Executive Director creates a draft layout, keeping in mind the following priorities:
   1. 10-year Sponsors
   2. 5-year Sponsors
   3. Other conference sponsors, in order of contribution amount for the current year
   4. 10-year Exhibitors
   5. 5-year Exhibitors
   6. Others exhibitors, in random order (taking into consideration years of support, as well as not placing competitors next to each other)
   7. Note: If electricity is not provided for all companies, the ones that requested electricity should be grouped together so that power strips can be shared.
6. The committee reviews the layout and provides recommendations for edits. 
7. The layout is finalized and sent to the exhibitors, with a note that booth assignments cannot be changed once the layout is distributed. The timing of sending this would ideally coincide with the distribution of the Sponsor & Exhibitor Guide.