ASRM: Reproductive Biologists Professional Group

Have you ever wondered what it is like to be the salespersons and exhibitors we all deal with on a frequent basis? Very often, many of us are more interested in receiving the free pens, tee shirts, stress balls and toys than we are of actually listening to what the exhibitors have to say. Well, I have been to the other side, and I would like to share my experience. I recently attended two conferences as a member of a team exhibiting information to annual meetings attended by physicians and nurses.

All of the booth materials were shipped ahead of time and were placed in our numbered space. The exhibitors were given a certain block of time during which the materials must be organized, the “backdrop” installed, and the booth readied for exhibit hours. The booths are not easy to put together, and it takes more muscle and strength than I thought. After everything was put together, information and “freebies” neatly placed on the covered table, we were able to rest until the exhibits opened.

As soon as the exhibits opened, you could hear the drone of the attendees as they approached booths of interest and began talking with the exhibitors. For one conference we were quite busy, with a steady flow of interested attendees. For the other conference, we had very few stop by our booth. This was very disappointing, especially since so much was spent to send several people to the conference, pay the exhibit fee, and transport fees. Did you realize that the exhibitors have to pay extra for a rug in their booth area, and also for electricity and a trash pail? It can get quite costly. I found that some attendees were very interested in what we had to say, and even joined in a discussion of the clinical aspects of our services. But, many were just interested in the free pens, mugs, tee shirts, etc. that were given out. I am not sure if the brochures and literature we handed out were even brought back to the office, or only made way to the hotel room trash.

All in all, it was exhausting. It is very difficult to stand for 8 hours a day, with little breaks to sit down (yes, you had to pay extra for a chair in your booth). At one conference, refreshments were provided in the exhibit hall, which was not only good for the exhibitors, but also brought many attendees into the exhibit hall. One conference had the exhibit hall open only when scientific sessions were not scheduled. This allowed attendees to visit the exhibits and not miss any scientific sessions. It was quite an experience. It was costly for the company. It was exhausting. It was hard on the exhibitors to be friendly, cheerful and energetic for such a long time.

I urge all of you to be considerate next time you attend a conference or annual meeting. The exhibitors put a lot of blood, sweat and tears, and money into exhibiting at these conferences. We owe it to them to stop by, listen to what they have to say, and be nice. Their product may help our work, it may not. The pens are always useful.

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