By now you know how many Expo printers you'll need for your event, how many iPads you need, the size of your badges, your artwork designs have been submitted and approved, you've purchased lanyards (and holders if necessary) -- so "now what?" you ask. Well, let's not forget about the logistics for all the Expo equipment, as the Event Organizer is responsible for providing all furniture/tables, electrical, and internet connectivity required to execute onsite registration.
(1) Travel Cases and Security: You will be receiving a Starter Kit, which includes one Router, one Printer, and one iPad along with their respective cords as well as your badge stock. This will all be packed into one heavy-duty case. You will also receive, at a minimum, another case with one more printer (we always ship two as it is better to be safe than sorry should something happen to one of them) and potentially other equipment, depending on your needs.
These cases are not small and not light, but they are mobile like a suitcase and have wheels and a pull-up handle. Here is a what a case looks like:
It is important to have some place to securely store the cases until they are set up, so therefore please make sure your event venue has a place set aside for this purpose.
(2) Tables: For every two iPads and one Printer for your event you will need one 6' table. Along with this equipment will be your badge stock and typically Event Organizers have lanyards available next to each printer. This way your attendees can print their badge, grab a lanyard, and move on very quickly, freeing up space for your next guest to register.
(3) Power: It so easy to forget the little things, but they matter so much! If each 6' table has two iPads and a Printer, that's three devices that require electricity. So at a minimum, you will need one power strip for each 6' table.
In addition, you will also need an extension cord that will reach the tables/kiosks, but don't be shy, as an extra extension cord never hurts. Please also check with your event venue to ensure that electrical outlets are in close proximity to your expected registration area.
Internet Connection: An active internet connection is required onsite (3mb/s minimum) for our Router. An ethernet connection is the most ideal, preferred, and reliable source, however, a dedicated wireless connection may also be used (notify Event Success 3 weeks prior to your event if you intend to use this option so that the system can be configured appropriately). Our routers are also equipped with wireless broadband connectivity, but this should only be relied upon for backup purposes, as cellular reception may fluctuate and isn't always reliable.
(4) Registration Area Best Practices: Nobody likes tight spaces (especially in this new era with COVID), so please make sure that your Registration Area is large enough to properly manage flow and is easy for your Attendees to understand.
Three things to really consider:
Make sure there is ample space between the back table and the chairs so people can walk through here.
The TSA-like lanes makes everything so much easier to control flow of humanity. It keeps people moving as efficiently as possible.
We also now strongly advise to have a table set up on one far end of your Registration Area for your lanyards, badge sleeves, bags, programs or whatever handouts you may have. This keeps all this stuff away from the Registration Area (no loitering) and is one less thing that people need to worry about having others touching their stuff.
(5) Expo Staff On-site: For events where Expo staff will also be on-site to set up registration equipment, please note that Expo is not expected to assist with attendee registration interactions, handing out lanyards, addressing attendee event questions, etc. Expo staff is on-site to support the technology that has been provided for the event as well as
Shipping of equipment to and from the event
Setup and testing
General tech and on-site support