IEEE MTT-S International Microwave Symposium
Guidelines and Procedures Manual
Prepared by Steven Stitzer
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
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.
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
(Specific dates assume Symposium Week is June 1-6)
Ongoing Acquire artifacts for Exhibit
01 March Organize materials to be displayed
01 April Send video tapes to the local chair
21 April Finalize layout of Exhibit space
02 June Set up Exhibit at Symposium site
2-4 June Exhibit open
04 June Tear down, repack Exhibit
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.
This should be done at the time of the January ADCOM meeting, which takes place at the site of the Symposium.
Planning for this should be done at least 3 months before the Symposium to allow time for fabrication or delivery of new display hardware.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.