Tradeshows

All event expenses are the responsibility of each individual business unit. In general, expect to spend up to three times the amount of money you spend on the exhibition fee.

• It is a good idea to keep lists of tasks, deadlines, booth duty schedules, travel arrangements, and more when planning an event. 
• f you are sending display samples or parts, we recommend keeping a pictorial inventory list with descriptions. Here is a Parts and Literature List template that you may find useful. 

If you want to share the event on your social media accounts, check with Show Management for suggested posts and recommended hashtags. See the Event Digital Promotion section for additional guidance.

The first few times you organize a trade show, give you and your team a little extra time to plan so you won’t feel too overwhelmed. Below is a typical schedule to help you.

Timeline checklist

Since every event is different, it is important to speak with Show Management before signing a contract to understand how far in advance you can book space and how the booth selection process works.

Here are some suggestions on how to pick the best location based on what’s available. When in doubt, ask your booth space sales representative to help you.

1. Check for high-traffic areas including main aisles, entrances, nearby large booths located, lounges, etc.
2. Learn where your competitors and your customers are located. How close or far away do you need to be from them? Avoid booking booths next to your competitors if possible.
3. Avoid booking space next to a speaker stage/lecture series due to noise interference unless you know for a fact that the area will be soundproof.

On average, you will need 50 square feet or approximately 5 square meters for each booth staffer.

1. Whenever possible, opt for shell scheme booths / hardware provided by the organizers in the exhibiting package. 

2. If no booth hardware is available, graphic suppliers should be able to provide you with assets such as roll ups, backwalls, etc. 

3. If it is common practice in your region, or if budget allows, you can contact a booth vendor to design your stand.

4. Some GBUs have roll-up banners that may be used for small events or customer presentations and can be found at Princeton, NJ (USA); Brazil Corporate HQ in Sao Paulo; Heanor (Materials); Alpharetta (Materials); Bollate (Materials); Hannover (Special Chem). Both Silica and Aroma GBUs keep some assets at Axial in Lyon, FR.

For your convenience, booth graphic templates have been designed by the Communications Group and can be accessed here.

Once your exhibit graphics are designed, it will be necessary to have them printed. 

1. If you are working with a booth vendor, they should be able to help coordinate this service. 
2. If you have ordered services directly from the show, they may take care of printing and installation or will provide you with contact information for a recommended vendor. 

For your convenience, the Communications team has compiled a list of suppliers you may call upon for your event needs. Services include, but are not limited to, booth vendors, graphics and literature printers, and promotional items.

a.For payment, it’s key to comply with Solvay purchasing rules as you would for any other service purchase. Depending on the region, follow your local purchaser’s recommendations. 

b. According to the supplier offer, reach out to procurement: for any order below 10K€, no procurement involvement is required. For others between 10K and 100K€, reach out to your site buyer associated with the site of the cost center.  For needs above 100K€, reach out to Sonia Heinebal.

c. When the supplier proposal is approved and signed by the BU representative who has the attorney rights, and you receive confirmation that your conference application, proceed to invoicing.*

d. Invoicing solutions: 

1. For 1 time supplier, 1 invoice below 10K, proceed via the p.card or the remediation process. 
2. For a regular supplier, for which several invoices will be received with a total amount above 10K€, ensure the supplier is created in SAP and proceed to create a PO. Should you need further guidance to create a purchase order, visit the “MyContacts@SBS page,” and refer to the “Purchase Orders & Supplier Invoices” section.  Ensure, the PO number is confirmed to the supplier in order to have the reference on the invoices. 
3. Immediate payment through “Meeting Card” : solution implementation on going.