Conference Handbook - Financing Exhibits
In some conferences, the Exhibits Chair is a paid position. The following payment scheme was used by AMTA in 2000. ACL generally relies on volunteers exclusively.
The exhibitors are charged a flat fee for exhibiting and the conference. This fee covers hotel space rental (if such is needed), the cost for pipe-and-drape setup, rental, and teardown, insurance (if needed), and the fee paid the Exhibit Chair.
Typically, this is about $1000 for four or five days. This fee covers:
- hotel space rental
- the cost for pipe-and-drape setup, rental, and teardown
- insurance (if needed)
- internet access
- phone access (but not calls)
Payment of Exhibits Chair
The Exhibits Chair receives:
- $150 per exhibitor she brings in, with a minimum of 5 exhibitors
- $1000 flat fee
- $1500 for a site visit and attendance at the conference (this based on the fact that air travel from Tijuana to Cuernavaca costs under $400, and 1 night site visit and 3 nights conference cost another $400 tops, and food another $400 tops).
The total cost to AMTA is $2500 + 5*$150 = $3250.
To come out even, AMTA needs more than 3 exhibitors; as soon as the 4th exhibitor is brought in, the Exhibit provides a profit for the organization.
Author: Eduard Hovy, 2000 from AMTA conference series.