Before the conference, contact the attending CPM conference workers about booth coverage. Create a shared Google spreadsheet, if necessary, that includes dates, booth hours, CPM session times, names working booth, and any other pertinent information. Arrange for constant booth coverage if possible, with the appropriate number of people in the booth at any given time. Some booths and conferences are small and one or two people can staff the booth; any more would cause overcrowding.
Create signs (title, location, time) for each session presented by CPM and post them so that they are clearly visible to conference attendees on the wall/curtain in the back of the booth. Bring safety pins or damage-free blue tape for this or you can use the pins provided in the supply packet, if you have a curtain in the back of the booth. Another option is to make “bookmarks” listing all of the CPM sessions that people visiting the booth can take with them. Include our url and social media addresses.
Organize the booth furniture to enhance overall visibility and ease of access to the tables. Cover the tables with the tablecloths and drapes, then display the SEs, TEs, math manipulatives, and other materials. Store all shipping boxes and other containers under the tables. Do not recycle them immediately as you will need them to ship materials back.
Unpack and organize the brochures, signs and books. Make sure to put the labels inside the printed versions of the books. The workshop handouts can go under the table until they are needed. Display tri-fold brochures and laminated signs using the holders provided. Bob Petersen will also send the person in charge of the booth a list of everything that is being sent and directions for setting up the booth (including pictures.)
Create a sign-up list to record all the pertinent information for anyone requesting complimentary samples. Be sure to contact those interested after the conference ends to ensure that all requested materials have arrived. Some conference participants are very interested in CPM, and would be delighted to take home the samples from the booth at the end of the conference. Let the excited conference participant know that, if they would like to have the student edition and/or teacher edition for one course, they need to come by the booth before the end of the day on the last day of the conference. Make notes on the comp sign-up list so that you can recall which teacher is picking up which course. Initially, limit one course per conference participant so that as many teachers as possible go home with CPM materials, but feel free to give away multiple courses to one individual if there is limited interest. The giveaway makes for good public relations and saves shipping costs for CPM.
The first question to people can be, “Have you heard of the CPM? We’re a nonprofit organization.” Then you can ask, “What grade level do you teach?”
Carefully repack all the conference materials (including SEs and TEs that have not been given away) and prepare them for shipping. Be sure to fold the tablecloths and/or drapes in a neat and organized fashion. Use the colored Workshop closure sheet included with the boxes to indicate what items are being returned.
Let Bob Petersen (title) know if there are any stains on the tablecloths or other types of damage so that the materials can be cleaned/repaired. Any return shipment should be by ground transport. Follow the directions in the conference email about shipping materials on the Workshop Closure Sheet included in the shipment and fill out the Conference Report Form located in the Intranet.
How do I set up the CPM exhibitor’s booth at a conference? What are my responsibilities? Print
Modified on: Mon, 19 Oct, 2020 at 2:12 PM
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