When using e-mail or fax, please ensure that the subject line contains the name of the show to which the message relates, and that you provide us with as much information as possible to identify you and your show.
SUMMARY OF ACTIVITIES
The general process for configuring a show for you is as follows:
Each step is described in detail below. Please make sure you follow the various instructions and formats, as they are designed to make life easier for both of us. You should use the Organiser's Checklist as your quick reference for the things you have to do.
When exhibitors use EMSystem, their main way of navigating it is to use a simple menu system, with a number of levels available to access more detail. We try to keep the number of levels to a minimum - normally no more than three - to make it straightforward for exhibitors to navigate.
The structure of your site is therefore governed by this menu system, and experience has shown us that there is a fairly standard structure which we provide as a template - the Menu Template - that you should download and use as your brief to us. You will need to edit the menu item names in this file to suit your structure, and point us to the documents or links that should be associated with each item.
Remember that there are standard buttons that appear on all exhibitor pages, in a toolbar at the top of the window. These provide access to system-wide functions such as the deadline checklist and exhibitor profile.
All of your site content will be viewed in a standard window, which is split into a number of regions:
The Sample Screen page show how a typical window is laid out, and provides technical information for designers. All screens are capable of display on a window size of 800x600 pixels or larger. A fixed page width of 768 pixels is used throughout.
Customisation of the screen layout is done within the system - all we need from you is the component graphics and your instructions about colours and fonts.
Digital files must be delivered in PC format, preferably by e-mail, but we can also accept files on diskette, ZIP disk or CD-ROM.
We expect all text data to be provided digitally, in one of the following formats:
Other formats may be acceptable, but will incur additional charges for text extraction or conversion. Your Project Manager will be able to advise you.
Standard Logo Specifications
For the Online Manual
The organiser may opt to have a maximum of two logos which will be displayed at the top of the screen. These are the show logo and the organiser logo, displayed respectively at the left and right hand side of the screen. The show information will be displayed between these two logos or to the right of the show logo, depending upon the space required to successfully display the show information in the style of the organiser's choosing.
Logos should be supplied as non-interlaced GIFs. The dimension specifications for both logos are as follows:
Height: between 50-120 pixels (in increments of 10 pixels e.g 50, 60, 70, 80 etc.)
Width: If displaying only 1 logo, this should be a maximum of 768 pixels wide. If displaying 2 logos, each should be a maximum of 100 pixels wide.
For the Catalogue (and upgrade)
The catalogue logo should be supplied in GIF format, 640 pixels wide x 72 pixels high.
For every contact mentioned in your manual (including contractors and suppliers), and especially for order forms, we must have the following information:
It helps if all contacts have been carefully checked for accuracy (especially e-mail addresses) before we get them!
For each exhibitor form in your manual, there are several pieces of information that we need to be able to program and control how services and forms are handled. You will need to list every form in the manual, along with information such as:
We request that you use the Order Form Template for each form in your manual, so that we have everything we need to know before we start programming.
If you wish to have your show floor plans available for exhibitors to view, we prefer to receive them in Adobe Acrobat PDF format. We can convert AutoCAD DWF files to PDF format at extra cost.
SITE PREPARATION & COMPLETION
Once we have all of your content and instructions, we can start configuring your show in the system. It is important during this stage that we are able to have quick contact with the appropriate people on your side to answer detailed questions. Your Exhibitor-Kit Project Manager may also wish to show you online what has been done to address a particular issue, so that you can comment and approve.
We will notify you when the complete site is ready for viewing and checking, usually two weeks before the target 'live' date. This gives us both time to check thoroughly the content and navigation, and ensure that everything is operating correctly. When you are happy to proceed, we will ask you to 'sign off' the site as approved for open viewing.
The last step before going live is to load the list of registered exhibitors into our database. Don't worry if the list is not complete, as you can add new exhibitors online later. The exhibitor list MUST be in the correct format for straightforward migration to the database - please download the Exhibitor List Template (an Excel file) for detailed specifications of what we require. The list itself MUST be supplied using THIS Microsoft Excel CSV spreadsheet. Click here for an example of a typical completed template. Your Project Manager will advise you how to meet this requirement.
When the site first goes live, the exhibitors will be given a username and
password that has been agreed between us. The username can for example be email address,
company name or stand number. The password can for example be show name or code or
the system can auto-generate a password consisting of random numbers.
The final action is to notify your exhibitors that the event site
is open for them to use. This can be carried out automatically by e-mail
at the time when your exhibitor list is imported to the database,
based on draft text that you will be asked to provide. It is
therefore important that you provide a proper e-mail address for
each exhibitor. Any exhibitors who have not supplied you with
their e-mail address will need to be notified by you of their login
information - they will be able to log into the system, but will be
asked for their e-mail address before they can use the manual.
ORGANISER SITE LINKING
You will wish to link to the Exhibitor Manual directly from your show Web site, so that exhibitors have a seamless way of using all of the services that you offer. When the site is signed off by you, we will give you its full Web address for you to pass on to your Web team - this can then be incorporated as a link from your main show site. Equally, of course, we will be happy to provide links from the system back to your main site.
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