Making the Best Use of the Exhibit Hall

What's the one most valuable resource at the AALL convention ... the one thing you can accomplish in person that cannot be done as effectively, if at all, by phone or email? Networking and building relationships. As an independent law librarian, I find these especially important and spend much of my Annual Meeting time in the exhibit hall.

Pre-Meeting Preparation

Making the best use of the exhibit hall takes pre-convention planning. Ask your attorneys and co-workers if they have any problems, concerns, or complaints for publishers. Ask about products they would like to have. Ask about any interesting new products or services.

Identify your priorities -- e.g., complaints to the publishers; questions about new products; searches for a book on a particular subject; trying out a new database; entering contests; meeting librarians and publishers.

Set up separate folders with documentation for all questions and problems and for pre-convention advertising (don't forget your invitation to the West Group party!). Preview the vendor list and exhibits you definitely want to see. Take plenty of business cards and a pad for notetaking. Bring your wishlist of products and services. Publishers are always on the lookout for new ideas (and authors).

At the meeting

On Saturday evening or Sunday morning, re-organize your questions and materials, review the program booklet and mark up the vendor list, organizing them by booth and exhibit hall aisle numbers. This preparation will save time in the hall by keeping you from having to run back and forth so much.

Last year, I talked to someone at almost every booth, even if just to introduce myself and take business cards. I annotated all the cards I collected to remind myself what we talked about. Ask vendors to mail you literature, or package up the literature you receive and ship it home. Try to focus on your own priorities; collecting literature for the rest of the library staff will weigh you down and take up valuable time.

Try not to get too tired. Wear comfortable clothes and shoes. Carry a bag for "goodies." Return to your hotel room several times during the day, if possible, to unload. Take breaks in the exhibit hall refreshment areas; meet new people at the tables. Don't expect to cover the entire exhibit hall in one day. Break it up into smaller segments.

Most booth staff are in sales, marketing, or product development. Local or regional representatives rotate in to see customers and get a feel for their market. Most companies cannot handle the resolution of billing or service problems on the spot; however, they should be able to refer you to the proper department or person. Concentrate on getting the name and telephone number of someone who can handle your problem after your return home. If you insist on talking to someone at the booth, bring copies (not originals) of invoices or any other helpful documentation.

Last year, I wasn't there to complain, but to learn more about the vendors: their problems, focus, and their future. Publishers' biggest challenges are technology, training, and dealing with mergers (sound familiar?). They love hearing from us and need our feedback. One representative asked for a copy of an article I had written quoting the founder of ther company. If you have something good to say about a product, company or its representatives, do so. Publishers are inundated with complaints. A few kind words will make their day.

A quick visit to any first-time exhibitors newcomers will make them feel welcome.

The opening reception and other parties also give you time to visit with vendors and librarians. Vendors can be easily identified by their color-coded name tags (usually blue). Take advantage of special technology centers (like last year's CCH, LEXIS, and West centers), reception rooms, and special demonstration areas to comfortably look at products or ask questions (and get snacks).

Some vendors may not be at the convention. Contact them beforehand to determine if they will be and set up a meeting. Visit their Web sites first. Raissa Fomerand (Librarians Yellow Pages) says that vendors from all the major librarians' shows will be arranged by company in their index, with links to company web sites. Michael Mingo (IndexMaster) cautions that vendors will not necessarily call you afterwards unless you request that they do so. Feel free to contact them after the convention if you need a follow up, were unable to visit their booth, or if they weren't represented.

Finally, and most important, have fun. Take an extra suitcase and be sure to visit the exhibit hall. Exhibitors pay thousands of dollars for their booths; help make the trip worth their effort. Their fees help support AALL. I'm looking forward to Philadelphia; I hope you are, too.

Ruth G. Balkin, Balkin Library & Information Services
Rochester, NY

[Adapted from CRIVNotes column originally published in AALL Spectrum, June 1999]