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The Exhibits Director and Program Director will need to keep in touch with the exhibitors and program presenters to keep them comfortable about the upcoming event, give them what they need to be successful at the event, and to ensure that we have full participation. They will maintain the contact lists for both groups via the event web site, keeping in touch with them at least once every 2 weeks to ensure they are still on track.
Exhibitors will receive information on how to load-in, load-out, and what will be going on during the conference for promotion and traffic management.
Presenters will be provided with ongoing information about any changes in the conference schedule.
All Day: Exhibitors and speakers will be arriving in Tallahassee. Exhibits Director, Program Director, and Project Manager may need to provide assistance in getting around town or coordinating services for them.
3PM – 6PM: Vendors may be allowed to set up the day before (if TCC agrees).
6AM – 8AM: Exhibitor setup. Exhibits Director handles issues and assists.
7AM – 8:30AM: Preparation for keynote. Project Manager, Program Director, and Facilities Director assist keynote speaker, and other speakers from time of arrival to time he goes on stage. Facilities Director ensures proper sound, lighting, staging, etc.
8:30AM – 9:30: Keynote address occurs in TCC Ballroom. Attendees receive continental breakfast and seat themselves for keynote. All sponsors will have signage visible in the ballroom. One sponsor will be the “Keynote address sponsor” and all agenda information will state “TechExpo 1.0 Keynote Address, sponsored by XYZ.” James welcomes attendees, thanks sponsors, introduces Elizabeth. Elizabeth gives short talk on TalTech, covers other issues, and introduces Bill Coleman. Bill Coleman presents keynote address. Project Manager and Program Director assist presenters. Facilities Director makes sure presentation platform is properly set up. Foodservice Director manages food serving and seating.
9:45 – 10:30AM: Sessions. Project Manager and Program Director assist speakers. Facilities Director ensures proper technical support.
10:30AM – 11AM: Break. Attendees are encouraged to visit Exhibit Hall. Snacks are available in the exhibit hall, and some giveaways are performed, as well, in order to encourage visitation to the exhibitors booths. Exhibits Director manages in coordination with Facilities Director and Project Manager.
11AM – 12:30PM: Sessions.
12:45PM – 1:30: Lunch. Attendees enjoy a self-service, sandwich buffet lunch in the TCC Ballroom, seated while Dr. Bill Law presents a talk on TCC’s innovative use of portal technology. Foodservices Director coordinates lunch serving. Program Director and Project Manager provide assistance to Dr. Law in preparing and presenting. Exhibits Director ensures that Exhibitors attend.
1:45PM – 2:30PM: More sessions. Same roles apply.
2:30 – 3:00: Break. Exhibit Hall. Same roles apply.
3:00 – 5:30: More sessions. Same roles apply.
5:30PM – 8PM: Dinner and Social Hour. Attendees will leave TCC and travel to the FSU Alumni Center for a Caribbean themed social event. They will enjoy heavy hors d’oeuvres and a cash bar. The Leon High steel band will play. Each attendee will receive 2 drink “tickets” for free drinks. Project Manager and Program Director manage presentation of a short staged presentation highlighting local tech organizations and their innovations. A contest or competition will be ongoing throughout the conference day and winner(s) announced at the event with a special prize. Facilities Director ensures band has technical support. Exhibits Director ensures that exhibitors have access to key attendees, presenters, etc.
11:30AM: End of conference. Attendees will receive a special departing gift bag, with exhibitor-provided promotional items, and will be given the opportunity to complete a survey either on paper or online to let us know their experience.
The web site will remain online, with session and sign-up content removed, and can remain a staging area for next year’s conference. In addition, the site software will allow us to remain in touch with all the participants via targeted emails, and will also allow us to maintain their contact information for next year’s effort.
There is the potential (although not highly likely) that the site continues to be utilized by the attendees for discussions related to the topics or technologies.
