Chapter P

Historical Exhibit

IEEE MTT-S International Microwave Symposium

Guidelines and Procedures Manual

Prepared by Steven Stitzer

Reviewed by Steven Stitzer

Table of Contents

1.      Purpose and Duties

2.      Suggested Membership Structure

3.      Timeline of Events

4.      Description of Events

4.1.   Historical Collection Committee Ongoing Activities

4.2.   Historical Exhibit Specific Activities

4.2.1.      Coordinate requirements with local Historical Exhibit Chair

4.2.2.      Organize materials to be displayed

4.2.3.      Send videotapes to local Chair

4.2.4.      Finalize layout of Exhibit space

4.2.5.      Prepare exhibit material for shipment

4.2.6.      Ship exhibit materials

4.2.7.      Set up at Symposium

4.2.8.      Exhibit open

4.2.9.      Tear down and repack

4.2.10.  Shipment back to Historical Electronics Museum

4.2.11.  Set up Exhibit at Historical Electronics Museum

5.      Problems Encountered

6.      Suggestions and Recommendations

7.      Conclusion

8.      IMS Recent Reports

8.1.   IMS2003

8.2.   IMS2004

8.3.   IMS2005

8.4.   IMS2006

8.5.   IMS2008

8.6.   IMS2010

8.7.   IMS2011

 

1. Purpose and Duties

The Historical Exhibit provides a showcase for artifacts, books, catalogs, etc., that illustrate the development of microwave technology and the people involved with those developments over the past. The MTT has a permanent collection that provides a base for this exhibit, but additional items may be displayed to support specific themes for each Symposium. Items of local interest should be considered as well.

2. Suggested Membership Structure

The Historical Collection Committee has a Chair and a Vice-Chair. The local Steering Committee appoints a Chair for the specific Symposium. This group should be adequate for organizing the exhibit. Additional people will be needed to collect local interest materials, to assemble and tear down the exhibit on site, and to man the exhibit during the Symposium. The decorator will provide personnel to help with assembly and tear down. Additional help with preparation for shipment is available from the Historical Electronics Museum. Additional requirements can be determined on a case-by-case basis.

3. Timeline of Events

SCHEDULE FOR MTT-S HISTORICAL EXHIBIT

(Specific dates assume Symposium Week is June 1-6)

DATE ACTIVITY

Ongoing Acquire artifacts for Exhibit

07 January Coordinate space requirements with local Exhibit Chairman

01 March Organize materials to be displayed

01 April Send video tapes to the local chair

21 April Finalize layout of Exhibit space

14 May Prepare Exhibit material for shipping

21 May Ship Exhibit to Symposium city

02 June Set up Exhibit at Symposium site

2-4 June Exhibit open

04 June Tear down, repack Exhibit

05 June Ship Exhibit back to Historical Electronics Museum

21 June Set up Exhibit at Historical Electronics Museum

4. Description of Events

4.1. Historical Collection Committee Ongoing Activities

Acquisition of artifacts for the permanent Collection is an ongoing effort. To be included in the Symposium, time must be allowed for the new items to be labeled, mounted, and packed. This creates an effective cutoff date for new items at about 3 months before the Symposium.

4.2. Historical Exhibit Specific Activities

4.2.1. Coordinate requirements with local Historical Exhibit Chairman

This should be done at the time of the January ADCOM meeting, which takes place at the site of the Symposium.

  • Determine the space required for the Exhibit, including a reading room and a video show room, if desired. In recent years, an area equivalent to 4x6 exhibit booths has been used. Determine whether the reading room should be separate from the main Exhibits. Try to select a location readily accessible from the technical meeting rooms or in direct view from the registration area, since these are heavy traffic areas. This will help increase attendance. This is coordinated with the Local Arrangements Chairman.
  • Determine any requirements for power, audio/video equipment, etc.
  • Arrange for personnel to be present in the Exhibit during the Symposium.
  • Determine the requirements for physical security, such as locked doors, security guards, etc. after hours.
  • Arrange for space for the permanent MMIC display, which is currently under the control of personnel at Raytheon.

4.2.2. Organize materials to be displayed

Planning for this should be done at least 3 months before the Symposium to allow time for fabrication or delivery of new display hardware.

  • Acquire temporary display materials. Typical sources for such material include members of the local MTT Chapter, who may desire to highlight specific achievements in microwave history. If the local chairman acquires these items, arrangements must be made for their transportation, labeling, display, and return.
  • Rearrange display to accommodate new items.
  • Prepare new mounts and labeling for new artifacts.
  • Repair loose or damaged display items.
  • Correct and update existing documentation.
  • Repair, fabricate, or purchase display cases, etc.

4.2.3. Send videotapes to the local Chair

The MTT maintains an ever-growing library of videotapes of historical interest, but it will probably not be desired to show all of them. Some local chairmen have taken the time to edit the contents of several tapes onto one or two tapes to simplify the mechanics of showing them at the Symposium. Others have borrowed tapes from local organizations for special showing at the Symposium. To allow time for all this, the MTT videotapes should be sent to the local chair at least 3 months before the Symposium. Arrangements for a videotape player and TV are the responsibility of the local chair, who must coordinate with the Local Arrangements Committee.

4.2.4. Finalize layout of Exhibit space

Overall floor plan, specification of wall and entrance features, signs, arrangements for power, etc. must be made with the Symposium decorator. Although additional display cases, display boards, easels, etc., can be made available during actual setup at the Symposium, it is better if as much of these can be determined in advance.

4.2.5. Prepare exhibit material for shipment

  • The MTT exhibit is normally on display at the Historical Electronics Museum. It must be dismantled and crated, and arrangements made with the carrier for transportation to the Symposium. It has been found to take about 12 man-hours for the dismantling and packing. Museum personnel are usually available to help with this. Some of the display cases are rather heavy and a few strong backs may be needed to load the shipping crates. Since the Exhibit manager requires exhibit material to be at the exhibit staging area about a week before the Symposium, and air transportation takes about 2 days, packing should be complete about 2 weeks before the Symposium.
  • Inventory and pack books, if planned to be displayed.
  • Coordinate with the Exhibit Manager for the shipping address, which is usually a warehouse, and not the convention center. Make sure the Exhibit Manager knows when and how many pieces of the historical exhibit material are coming, so that it will be moved to the correct location at the Convention Center, and not be considered part of the commercial exhibit.
  • Try to prearrange payment of carrier or billing directly to IMS as it may be difficult to obtain invoices for proper billing of IMS later.
  • Make arrangements at the time of shipment to the convention city for the return trip to the Historical Electronics Museum. This will ensure prompt pickup after the symposium, and will allow any special shipping rates to be agreed upon in advance.

4.2.6. Ship exhibit materials

It is recommended that shipment be made by air, since this requires the least amount of handling. Expect second day delivery. We have found that less disturbance of the exhibit materials occurs through air transport than by truck. Truck transportation is acceptable for most east coast venues.

4.2.7. Set up at Symposium

This takes place the day before the Symposium, usually on Monday of Symposium Week. Arrange with the decorator or Exhibit Manager for two decorators/carpenters to help set up the display cases. Basic setup can usually be accomplished in the morning, but finishing touches will probably run into the afternoon. Try to arrange to have crates stored nearby to avoid long delays in getting started with teardown and packing. If books are being displayed, make note of the number on each tables so that a quick census can be made.

4.2.8. Exhibit open

Make sure Security personnel are in place and are aware of any specific concerns. Check with any volunteers to help answer questions from visitors. Periodically check area for availability of handouts, etc., keep area clear of extraneous papers and debris. Remove spurious advertising materials. Secure any loose items before closing each day.

4.2.9. Tear down and repack

This takes place on the evening of the last day of the Symposium, usually Thursday. Arrange with the decorator or Exhibit Manager for two decorators/carpenters to help dismantle and crate the display cases. Inventory books. This will usually take several hours.

4.2.10. Shipment back to Historical Electronics Museum

Labeling and paperwork for the shipper should be completed by the end of the day. Actual pickup from the Convention Center usually takes place the following morning.

4.2.11. Set up Exhibit at Historical Electronics Museum

The exhibit material will usually be returned to the Museum warehouse (if shipped by air) early in the week after the Symposium. The Historical Collection Committee should arrange to set up in the Museum again no later than 1 month after the Symposium. This may be affected by current space and exhibits activities at the Museum.

5. Problems Encountered

Due to space constraints, the Historical Exhibit is sometimes placed in an area that does not have high visibility.

Invoicing and billing are sometimes overly complicated, resulting in delays in paying the shipper.

6. Suggestions and Recommendations

Try to arrange for space in the main exhibit hall. This will have high visibility, good traffic, and good security. Next best is space near the registration area or main entrance to the Convention Center.

Pre-arrange billing or payment of shipper.

Pre-arrange return shipment, as the show floor tends to be hectic during teardown.

7. Conclusion

The Historical Exhibit provides a place for attendees to reminisce, study the history of developments they may have been involved with, or those of which they have no familiarity at all, and to relax. Attendees are generally quite pleased to see the Historical Exhibit. A large amount of material is available to be displayed at the Symposium. Selectivity in the choices for material to display each year and adequate planning will make this process run much more smoothly.

8. IMS Recent Reports

8.1 IMS2003

HistoricalExhibitReport.doc

 

8.2 IMS2004

IMS_hist_exh_report2004_a.doc

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8.3 IMS2005

IMS_hist_exh_report2005.doc

 

8.4 IMS2006

IMS2006_Reports\IMS2006_Historical_Exhibit_Report.doc

8.5 IMS2008

IMS2008_Reports\FormForContributingCompanies.doc

IMS2008_Reports\HistoricalExhibitTimeLine.doc

IMS2008_Reports\HistoriclaExhibitReport.doc

IMS2008_Reports\LogisticsForHistoricalExhibit.doc

IMS2008_Reports\MaterialForHistoricalExhibit.doc

8.6 IMS2010

IMS2010_Reports\HISTORICAL BOOTH Final Report.doc

8.7 IMS2011

IMS2011_Reports\HistoricalExhibitatIMS2011.htm