resents p Reverse Trade Show Events Maryland Public Purchasing Association, Inc. “Building Bridges” October 16, 2007 “Opportunity Knocks” November 10, 2009

Reverse Trade Show What is it? An event where government agencies are the exhibitors, and outside vendors are the attendees. Vendors roam the trade show floor to gather information, talking to procurement professionals about procurement opportunities and regulations. Vendors have the opportunity to provide agencies with valuable information about the services and supplies they offer. An opportunity to meet with government representatives in an atmosphere of fun and relaxation….All in one day, at one location!

Planning Stage Begin planning about one (1) year before the event. Recruit someone to Chair the event Decide on your Planning Committees and select the Chair and Co-Chair for each committee (with the understanding that their attendance at every meeting is key to the success of the show) Decide on a date Facility Coordinator / Set up Signage Food Parking (if needed) Media / Press Releases (photographer) Greeter / Walk-in Registration Suggested Committee Names 2 volunteers each * Vendor Bag Design & Promotional Items Trainers / Presenters Agency Liaison (Exhibitors) Vendor Registration Sponsorship (if applicable) Name Badges * Additional volunteers needed day of event

What’s in it for my agency? By participating in the Trade Show, your agency will make valuable new business contacts. Excellent outreach opportunity. What’s involved? One day of your agency’s time! Two (2) agency representatives to staff the booth throughout the day. Provide information about conducting business with your agency, procurement opportunities, business cards, outreach events, etc. MPPA will do the rest! “Buy In” of Procurement Agencies

Selling the Concept to the Vendor Community “If You Build It - They Will Come” Interested in doing business with government agencies in Maryland? Join us at MPPA’s 1 st Reverse Trade Show. Purchasing professionals from across Maryland, including the Maryland State government, counties, municipalities, schools, and many more will gather (exhibit) at the beautiful Martin’s West in Baltimore on October 16, 2007 to provide you, the vendor, with information on how to do business with their agencies, as well as learn about the agencies up & coming procurement opportunities. “ BUILDING BRIDGES ” Between government and vendors ♦ Meet face to face with various government purchasing professionals – no cold calls, no hang ups, no voic s, no internet surfing or appointments - all under one roof in one day ♦Gather each agency’s business information, current bid/contract solicitations, contact information, etc. ♦Learn each agency’s procurement regulations and procedures ♦Network at the Business Luncheon with government procurement professionals and other business vendors Register Today online

Sample Press Release PRESS RELEASE The Maryland Public Purchasing Association, Inc. (MPPA) is a professional organization comprised of over 350 public procurement professionals throughout the State. MPPA members represent various purchasing entities including the federal government, state, cities, counties, colleges and universities, libraries, hospitals, commissions and other public agencies. On October 16, 2007, MPPA will host its First Reverse Trade Show at Martin’s West, Baltimore, MD. What is a Reverse Trade Show? A Reverse Trade Show is an event where federal, state and local government agencies are the exhibitors and vendors (i.e. consultants, contractors, suppliers, etc.) small and large, wishing to do business with the government are the attendees. Vendors roam the trade show floor talking to procurement professionals about their agencies’ needs, procurement opportunities, regulations, etc. Vendors also have the opportunity to provide agencies with information on their goods and services. There is a nominal registration fee, for which registered vendors will have access to many government purchasing professionals in one location.

Sample Agenda 8:00 am – 2:00 pm Vendor Registration/Sign-In 8:00 am – 9:00 am Continental Breakfast 9:00 am – Ribbon Cutting Ceremony (great photo opportunity for a local Dignitary) 9:00 am – 3:30 pm Reverse Trade Show – Exhibit Floor Open 9:15 am – 10:15 am Concurrent Educational Workshops Partnering for Success Proposal Evaluation 11:30 am – 1:00 pm Keynote Speaker and Networking Luncheon 1:15 pm – 2:15 pm Concurrent Educational Workshops Partnering for Success Proposal Evaluation

Keynote Speaker A current and timely topic to reach exhibitors and vendors (avoid politics) Preferably a topic pertinent to Procurement The keynote speaker should present in the banquet room immediately after lunch

Evaluation Surveys Distribute surveys with welcome packet Provides valuable feedback Have a separate evaluation survey for each: -Vendors / Attendees -Exhibitors / Agencies Have convenient “Drop Survey Here” location as vendors leave the RTS

“Sample” ATTENDEE Evaluation Survey Rate the following Excellent, Good, Fair, or Poor: Overall impression of the RTS Location of the RTS and Facility Accessibility to Exhibitors Hours of the RTS Networking Opportunities Availability and response of the MPPA staff to your needs Questions: What was your main purpose/goal for attending the RTS? Do you feel that your purpose/goal was met? How could we improve on your experience today? Should we hold the RTS annually, every 2 years, or every 3 year? Based on today’s experience, would you attend the next RTS? How did you learn about the RTS?

“Sample” EXHIBITOR Evaluation Survey Rate the following Excellent, Good, Fair, or Poor Overall impression of the RTS Location of the RTS and Facility Traffic at your booth Hours of the RTS Networking Opportunities Availability and response of the MPPA staff to your needs Questions: What was your main purpose/goal for attending the RTS? Do you feel that your purpose/goal was met? Should we repeat this RTS event annually, every 2 years, or every 3 years? Do you plan on exhibiting at the next RTS? (if no, state reason) Please list any recommendations for improving the next RTS.

Debriefing Reconvene your committee chairs and co-chairs Review the evaluation surveys together Discuss what worked and what didn’t work Make recommendations for your next show Congratulate yourselves for a job well done and Celebrate your success

“Lessons Learned” Registration area should allow the flow of attendees and avoid congestion. Be sure your registration area is not located at the entrance to the exhibit floor Name badges of exhibitors should differ in color from vendor/attendee badges. The “Buy-In” is paramount to your success. Buy-In of exhibitors / agencies Buy-In of vendors / attendees Make it a priority for all association members. Promotion is key to your success. (flyers, advertising, press releases, and word of mouth. )

Lesson Learned - Sponsorship Before you elect to solicit sponsors for your event, be sure to seek the opinion of your Ethics Commission (State or jurisdiction). Involvement of State employees or procurement professionals in an event where you seek sponsors could be a problem. MPPA requested an advisory opinion of the Maryland State Ethics Commission … after our 1st Reverse Trade Show.

MPPA Reverse Trade Show Opinion Summary of the OPINION of the MARYLAND STATE ETHICS COMMISSION The Opinion states that State employees are prohibited from participating in Reverse Trade Show functions related to sponsorship/solicitation activities. The prohibition against the use of State time, facilities and resources is also directed at the sponsorship activities. The Commission did not restrict a State employee from doing any MPPA/Reverse Trade Show activities on State time or with State resources. The restriction relates to the sponsorship solicitation and other sponsorship activities.

Maryland Public Purchasing Association, Inc. Visit us at: Visit us to see photos of past Reverse Trade Shows