Age Restrictions

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

Attendee List

WEST does provide a Verified Attendee Report available upon request from westexhibits@spargoinc.com

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

• 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

The Conference Schedule will be available in February 2021.

Contacts and Service Providers

A list of contacts can be found on the WEST 2021 website.

As you plan for West 2021, you may receive solicitations from publications and vendors that are not affiliated with WEST, AFCEA, USNI, SPARGO Inc., or any contracted organization therin. Please be advised that AFCEA/USNI does not sell exhibitor lists or contact information to anyone. This information is securely provided to West 2021 Official Contractors to inform exhibitors of show related services. Solicitations from unofficial vendors are often the result of obtaining public information from the internet. AFCEA/USNI partner with select vendors to produce our premiere conference and expo and can intervene on your behalf if any customer service issues arise.

List of official service providers:

• SPARGO Inc. (Exhibit Sales, Management, Registration and Lead Retrieval)
• Vista Convention Services (General Service Contractor)
• SmartCity (Internet)
• Razor Exhibits (Audio Visual and Computers)
• Centerplate (Catering)

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

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 early 2021.

Dress Code

The dress code for WEST 2021 is business attire/uniform of the day.

Exhibitor List

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

Exhibitor Service Manual

Exhibitor Service Manual which will be available in February 2021.

Exposition Schedule

The Exposition Schedule is available in the Exhibitor Service Manual which will be available in February 2021.

Hotel Reservations

Housing will be available in March 2021.

Important reminder to book your hotel needs only through the Official Housing Company, SPARGO, Inc. WEST 2021 cannot guarantee reservations made through any other source are valid.

Sponsorships

For patron/sponsorship information, visit the sponsorship gallery.

Transportation

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

Shuttle bus transportation will not be provided at WEST 2021. Hotels in the Conference block are within easy walking distance to the San Diego Convention Center.

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 and USNI, 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.

Email Messaging

Consider sending targeted emails to your customers and prospects highlighting your participation at the conference and invite them to stop by. Download an example invite to a basic prospect here.

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 WEST 2021 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

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!

Create Unique Landing Pages

Generate widespread awareness of your brand’s presence by promoting your exhibit at WEST 2021 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

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 WEST 2021.

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

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 (contact Judy.Spargo@spargoinc.com) if you forgot your password).

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

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

• There were over 21,000 leads captured at WEST 2020.
• 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!