ISSA/INTERCLEAN Attendee Planning Formula

ISSA/INTERCLEAN Attendee Planning Formula

Plan Your Experience: ISSA/INTERCLEAN Attendee Planning Formula

Take a word of advice from your peers who are frequent attendees to ISSA/INTERCLEAN North America when they say: It’s bigger than you expect, and you need more time and more people than you realize to get the most out of this event.

That’s why ISSA has created this handy Attendee Planning Formula to help you estimate the right amount of time and people needed to maximize your event ROI.

The Formula

Time or People Needed to Reach Your Event Goals = [(Event Participation Time) + (Set Meetings Time) + (Mobility Time) + (Unplanned Meetings Time)] / Total Available Event Time

Step 1: Event Participation Time

There are two basic event types at the show: seminars/workshops and networking. To calculate event participation time, simply add the number of hours the scheduled events encompass (e.g., 1-hour seminar, 1-hour networking lunch, and 45-minute seminar = 2.75 hours). Luckily, if your goal is education and exhibitor visits, the event provides solid seminar times that don’t overlap too much with the exhibit hours.

Step 2: Set Meetings Time

Based on industry studies, the average visit to an exhibitor’s booth is seven minutes. Let’s assume you have shortlisted 33 exhibitors you want to visit.  Of these booth visits, some require more involved discussions, which may last 15-20 minutes, and others are more detailed meetings that can range from 30 minutes to an hour.

To calculate your planned meeting time, add up the number of exhibitors you plan to stop by quickly at seven minutes each, those with questions you specifically want answered at 20 minutes, and then add in any scheduled meetings for their specific times. For example, let’s say there are 25 exhibitors you want to see for 7 minutes; 5 you want to visit for 20 minutes; and you have 3, 30-minute meetings scheduled. This means you will need 6 hours to see these 33 exhibitors (out of more than 700 exhibitors).

Example:

25 exhibitors 5 exhibitors 3 exhibitors
X 7 minutes X 20 minutes X 30 minutes
= 175 minutes or 2 hours and 55 min. =100 minutes or 1 hour and 40 min. = 90 minutes or 1 hour and 30 min.
Add all of these totals together to plan your schedule = 365 minutes or just over 6 hours to make all of your stops

Step 3: Mobility Time

Just when you thought maybe you could hit all the companies you need in one exhibit day, you need to remember to calculate your mobility time. This is the time between meetings, which includes traveling between booths, asking for directions, hitting the restroom, picking up your badge at registration, and grabbing a bite to eat. The average time it takes to travel between exhibitors or to a specific destination in a 280,000-square-foot exhibit hall is about five minutes. So if you plan to visit 33 exhibitors at five minutes travel time each, plus 1 hour for lunch, in just the first two days of the exhibition, plus registration/restroom/direction stops (which we’ll conservatively estimate at 1 hour total), suddenly you fill another 5.75 hours of your show time.

Step 4: Unscheduled Meetings

But you still aren’t done until you factor in the last-minute stops you make at an event, which include visiting an unexpected—but irresistible—exhibitor; running in to a friend, customer, or supplier; or coming across a show-floor demonstration or seminar that catches your eye. These are usually the missed opportunities—that you don’t want to miss.

If your day is so packed that you can’t see something of interest, it’s a wasted opportunity. The same is true for the company you planned to talk to—but never saw—because someone you met along the way ate into your time. To calculate this number, consider that if you make just 8 unplanned 7-minute stops and then you run into only five people you know (again for 7 minutes), that’s 1.5 hours right there.

Example:

8 stops 5 stops
X 7 min X 7 min
= 56 min = 35 min
Add these two numbers together (56+35) = 91 min or just about 1.5 hours

People who prefer to walk every aisle of an event to quickly see what’s new before honing in on specific exhibitors also need to factor in the time it takes to do so. Consider that the average adult walks at a pace of about 5 feet per second when they are moving in a straight and unobstructed line. Even at that brisk pace on the busy ISSA/INTERCLEAN show floor, it would take one person well over 1.5 hours to walk every aisle within the 290,000 net square feet of exhibitors without stopping.

Step 5: Total Available Event Time

Once you realize how quickly time adds up at ISSA/INTERCLEAN, you realize why there is the final day to wrap up your appointments. That’s why you need to determine how long it will take to accomplish what you’ve set as your goals before you arrive and consider bringing someone along to get more out of the week.

The total of the example above is 2.75 hours for events (Step 1), 6 hours for meeting time (Step 2), 5.75 hours of mobility time (Step 3), and 1.5 hours for unplanned meetings (Step 4) for a total of 16 hours.

Example:

2.75 hours (Step 1)
6 hours (Step 2)
5.75 hours ( Step 3)
+ 1.5 hours ( Step 4)
= 16 total hours needed at ISSA/INTERCLEAN

ISSA/INTERCLEAN provides 19.5 hours of exhibition time (7.5 on the first day, 7.5 on the second, and 4.5 on the final day). Therefore, most people’s combination of meeting and mobility time can’t fall into a single exhibit day, especially given the unplanned meetings factor.

In the example above, an average attendee would need 13.25 hours just to visit 5 percent of ISSA/INTERCLEAN’s more than 700 exhibitors, which would require the attendee to start as soon as the doors open the first and second day of ISSA/INTERCLEAN and not leave the hall before it closes both days. And the almost three additional hours of events the attendee chose to attend could not overlap with these trade show hours.

ISSA/INTERCLEAN North America is a once-a-year opportunity to learn, experience new products, and meet with customers and suppliers. Plan your time to make the most of it!