Welcome to the Made by Hand Shows Exhibitor Manual which is intended to provide you with all the necessary information to help maximize your participation in MBHS events. Here you will find: • Information about the show • How-to maximize your participation at the show • Improve the design and setup of your display • Choose and train your staff • Meet with more clients and prospects at the show • Follow up more profitably after the show
So you’ve decided to exhibit at
Made By Hand Show Exhibitor Manual 1 | Made By Hand Show Vendor Package
Show Management Information
Jacqueline Hunter Show Director madebyhandshow@ yahoo.ca Phone: 289-878-6234
the Made by Hand Show? If done correctly, tradeshows can be one of your most effective sales and marketing efforts. You can accomplish more in one-day at the right tradeshow than you could in weeks or even months in the field, but only if you are prepared to take advantage of all the opportunities a show presents. Many exhibitors enter their first show unprepared. They end up making expensive appearances that deliver no meaning¬ful or measurable contribution to their company’s sales and marketing objectives. Table of Contents MBHS About Us
2
Past Shows/Attendance
2
Show Location
2
Dates & Times
2
Move-in/Move-out Instructions 3 Floor Plan
3
Booth Information
4
Booth Design
4
Booth Layout
4
Electrical 5
Maximize your participation at the show
7
Post-Show Tips (follow-up)
8
Measuring your Success
8
Rules & Regulations
9
ADVERTISE with Us
10
MBHS About Us Made by Hand is a company that supports, showcases and promotes Canadian artists, artisans and designers. It’s a celebration of all things handmade. Our showcases feature 150-200 quality Canadian handmade exhibitors. We assist local artists with an affordable way to promote and showcase their work. As an exhibitor, you will not only have the opportunity exhibit and sell your products at the show but we will also be promoting and supporting you through promotion leading up to the show.
Past Shows/Attendance • Fall MBHS 2011 International Centre: 1760 visitors • Spring MBHS 2012 International Centre: 1780 visitors • Fall MBHS 2012 International Centre: 2020 visitors
Food Sampling
5
Parking
5
ATM Machines/Wi-Fi
5
Exhibitor Badges
5
SWAG Bags
5
International Centre, Hall 6 6900 Airport Road Mississauga, ON Closest Intersection: Derry Road E and Airport Road
Vendor e-ticket Referral:
6
Dates & Times
Link Exchange
6
Check List
6
Pre-Show Tips
7
2 | Made By Hand Show Vendor Package
Show Location
Spring Made by Hand Show Saturday April 20, 2013 Fall Made by Hand Show Saturday October 19, 2013 Show Hours: 11:00am – 5:00pm • Expected attendance: 2000 – 3000 visitors
Move-in/Move-out Instructions There is absolutely no loading through the glass doors. For the ease of loading in we recommend that you unload all your materials at your booth, then park your vehicle to an appropriate space and then begin setting up your booth. Similarly for load out we recommend that you pack everything at your booth, and then retrieve your vehicle and/or volunteers.
DAY OF SET-UP/TAKE DOWN ONLY Please do not arrive earlier that 9:00am as we need that time to set-up booths
Load-In Doors (not open during show hours): North Side (between booths 8 & 9)
9:30am–10:50am Regular Vendor Load-in
Roll-up Door #66 (near Booth 29)
11:00am–5:00pm Show Hours
6c South Side (near booth 156)
5:05pm–7:00pm Regular Vendor Load-out
6d South Side (between booths 154 & 165) Roll-up (Drive In) Door 64 (south entrance)
Floor Plan Click Here for a copy of the floor plan http://www.madebyhandshow.ca/wp-content/ uploads/2013/02/Floor-Plan.pdf
3 | Made By Hand Show Vendor Package
Booth Information What’s included in your booth fee(s): • • • •
Booth Drape (as indicated below) Tables (as indicated below) Chairs (as indicated below) Cleaning of your booth
What’s not included: • Electricity • Table coverings • Carpet
Regular Booth 10’ x 10’ • • • • •
10 ‘ (frontage) x 10’ (depth) Floor Space Booth Drape (Black: 8’ rear drape, 3’ side drape) Tables (one 8’ long table, 29” wide) Chairs (two chairs) Additional tables, chairs may be purchased
Small Booth 8’ x 6’
• 8 ‘ (frontage) x 6’ (depth) Floor Space • Booth Drape (Black: 8’ rear drape) • Tables (one 6’ table, 29” wide) • Chairs (one chair) • Due to the limited space, additional tables are not recommended
Booth Design
Booth Layout
Your booth is your store front. You just have 3-5 seconds to grab the customer’s attention. When a customer looks at your booth, they should be able to know who you are and what your products are.
Many exhibitors rent space and mis-judge the size of the floor space in their booth. Maximize your floor space within your booth. Know your booth; think about traffic flow, and how a customer will enter your booth. Please refer to the sample booth layouts below:
Tips for Booth design: • Look Professional (no hand written signs) • Colour: Choose a colour that makes your display pop • Levels: Include multi-levels displays to draw visitors to your booth, avoid laying items on a table (flat) • Signage: Customers will admire from a far. Be sure to include a banner or sign showing your business name and what you make. • Price Tags: Prices are important, be sure to price your products, it may be a ‘turn off’ if customers always have to ask ‘how much’.
4 | Made By Hand Show Vendor Package
EXHIBITION SPACE RULES: 1. Exhibition space includes the rented square footage, furniture and pipe and drape as indicated above. The exhibition space also includes cleaning of your rented space. 2. Exhibitors may only use the allotted rented space. Encroaching on neighbouring spaces or common areas (isles) is strictly prohibited. 3. All tables must include a table skirt or table cloth that reaches the floor to hide any storage or boxes. Table skirts may be purchased, or applicants may provide their own table coverings. 4. Exhibitors must maintain a clean area and are responsible to place garbage, bags and boxes in garbage receptacles provided. 5. Subletting or renting a portion of the exhibition space without written permission is strictly prohibited. 6. Your exhibition space must look profession, NO handwritten signs, we will ask you to remove all handwritten signs. 7. Exhibitor is strictly prohibited to apply or attach pins, tape, tac, glue or other adhesives to building columns, floors, walls or other components not belonging to the Exhibitor. The exhibitor will be liable for any costs incurred due to non-compliance.
Electrical
Parking
SWAG Bags
Exhibitor booths do not include electrical access. SHOWTECH POWER & LIGHTING (third party) provides electrical access for the International Centre. Electricity for your booth may be purchased for $55.00 per booth (at time of application). Should you wish electrical access at time of exhibition (at the show) the fee is $144.00 per outlet, and will be provided by SHOWTECH POWER & LIGHTING. Please bring extension cords and your own lighting. Limit to one outlet (plug) per booth.
Parking is FREE at the International Centre. The International Centre has over 5,000 spaces are available. Vendors are suggested to park in the centre parking area (on the north side of Hall 6). Parking attendees will be on-site to assist.
100 swag bags will be distributed to the first 100 families that visit the Made by Hand Show. These are always a crowd pleaser. Vendors and Sponsors have the opportunity to contribute 100 items to promote your business at no additional charge. Please note that these swag bags are often opened post-show by customers.
Food Sampling
ATM Machines/Wi-Fi Newer technologies ATMs can be found in the lobbies of Halls 1, 2, 3, 5, 6, and the Conference Centre.
The deadline for swag items is two weeks prior to the event. Please mail or drop off swag items to: Made by Hand 344 Nakerville Crescent Milton, ON L9T 7T9.
The International Centre offers free Wi-Fi at Craft Eatery, located adjacent to Hall 1. For additional Wi-Fi options throughout Tips for swag bags: the building, simply open your web browser onsite and peruse the available options - NOT JUST PAPER (additional fees may apply). - Something memorable and tangible (avoid paper or just a business card alone)
Vendors in the food category may sell or distribute samples of their products (food & beverage). If you are an exhibitor and wish to sell/sample food within the International Centre you must complete and submit the food sampling form no later than 30 days prior to the event. Please return food sampling forms to the Show Exhibitor Badges will be left on your Director. booth upon arrival. Should you require CLICK HERE to download the International additional exhibitor badges please Centre Food/Beverage Sampling Form contact Show Management or a volunteer. Exhibitor badges are provided free, and provide complimentary entry/exit into the a. sell products that are packaged, sealed in bulk show. Exhibitor badge must be worn at all quantities and intended to be consumed off site; and/or times. Please return all exhibitor badges following the show. b. distribute complimentary food samples on premises
Exhibitor Badges
during a show/event but are restricted to one ounce (1 oz.) for snack foods, two ounces (2 oz.) for food products of any kind and four ounces (4 oz.) for beverage samples must comply with all International Centre and government (municipal/provincial/federal) sanctioned food health and safety regulations. c. Any violations of the health code may result in the immediate termination of food services by Region of Peel. 5 | Made By Hand Show Vendor Package
- Samples of your product - Candy or Treat attached to business cards or postcards - Coupons for future purchase (ensure the expiry date is a least 30 days after the show)
Vendor e-ticket Referral:
Check List
Admission tickets to the Made by Hand Show can now be purchased online (preshow). Admission is only $5.00 (children free). It has been proven that advanced ticket sales increase attendance to events. Now you (vendors) can earn credits just for promoting the show. Here is how it works:
c Copy of application (including Booth Number, Floor Plans)
HOW IT WORKS: - Promote the Made by Hand Show to your family, friends, contacts
c Customer Bags, Boxes, Tissue Paper c Inventory List c Booth Signage (Banner) c Business Cards, Brochures, Postcards c Extra Price Stickers c Price Tags (or signs) c Display
- Encourage them to purchase an e-ticket
c Guest Book or Mailing List
- On the e-ticket form there is a section for Vendor Referral (ask your family and friends to put your name there)
c Change (i.e.: $5, $2, $1, $0.25 depending on the price of your products)
- For every 10 e-tickets that are sold with your name as the referee you collect a $10 credit to be used towards booth fees at future Made by Hand Shows. - The more e-tickets that are sold with your name, the more credits you earn - Customers can purchase e-tickets via: http://www.madebyhandshow.ca/buy-yourtickets-now-spring-mbhs/
c Table Cloth/Table Skirt c Tape, String, Paper Clips, Stapler, Scissors c PENS c Water, Lunch, Snacks c Extra Clothing (layered clothing, sweater)
For example: -10 e-tickets = $10 credit, 15 e-tickets = $10 credit, 50 e-tickets = $50 credit
Link Exchange Exhibitors will be listed (by business name) on the Made by Hand Show website (under exhibitors) by business name. If you would like to have a link to your website/shop all we ask is that you add the Made by Hand Show to your website with a direct link to www.madebyhandshow.com Once you have done that just email us and we’ll add your link – it’s that simple. 6 | Made By Hand Show Vendor Package
Pre-Show Tips
Maximize your participation at the show
Aren’t we all looking for ways to draw more During a trade show, it’s easy to get DON’T SWEAT THE SMALL STUFF: If something people to our booth? Start by generating distracted. Here are a few tips to help didn’t go perfect during the show, don’t traffic before the show. maximize your participation at the show: let that ruin your day. PREPARE Ensure you have enough product, DEMO YOUR PRODUCT: Wear it, display its HAVE A GREAT OPENING LINE (ELEVATOR PITCH): order business cards, postcards ect. use or offer samples. Something that encourages the client to respond i.e.): Have you heard of the Made CONTACT your existing clients/leads (i.e. OFFER A FREEBIE OR GIVEAWAY: Customers by Hand Show? ... Would you like to try a email blast). love to get something for free. offer sample of .....? a sample of your product, host a contest, ANNOUNCE upcoming shows on your website, a game or a giveaway (with your marketing PRICE EVERYTHING: Every product should facebook, twitter ect. message). have a price. Did you know that most sales are lost because a customer is timid PROMOTE your upcoming shows at other STAND (don’t sit): Customers feel more to ask how much. events (i.e., bag stuffers). comfortable talking with you at eye level STAFF YOUR BOOTH: Trade shows are your OFFER existing clients a discount or STAND INFRONT OF YOUR PRODUCT: A table opportunity to network ... it’s not just promotion for visiting you at the show can be a barrier between you and your about the sale. Turn that INTERESTED (i.e. Free Gift with purchase, free customer, stand in front of your table/ client into a SALE, and turn the SALE into shipping on items picked up at the show). booth. a long-term CLIENT. SHARE the event flyer with family, friends, ATTITUDE: Your energy will reflect how Ask yourself ... what’s better? 15 sales on social media, forums ect., post the customers approach you. There is nothing that end at the show or 5 clients that event flyer everywhere, at your workplace, worse than an unhappy exhibitor. turns into lifetime returning clients. at your local grocery store.
And most of all - EYE CONTACT and remember to SMILE.
7 | Made By Hand Show Vendor Package
Post-Show Tips (follow-up)
Measuring your Success
Did you know that over 75% of leads are never followed up? Follow up with each lead (it may turn into a future sale).
The most obvious indicator of trade show success is the number of sales. But don’t forget about those leads generated (these could result in post-show sales)
At the show: • GET THE INFORMATION: • ASK FOR A CUSTOMERS INFO AFTER A SALE … this way you can follow-up
• SET A GOAL - I hope to generate $__________ in sales and connect with _____ new potential customers • FOLLOW UP ON LEADS
• HAVE A MAILING LIST:
• NETWORK
• ALWAYS OFFER YOUR BUSINESS CARD:
Sample Lead:
FOLLOW UP:
Name:
• SEND A FOLLOW UP TO YOUR NEW CUSTOMER (MAKE IT PERSONAL)
Email/Phone:
i.e.) Dear Mrs. Jones, Thanks for visiting my booth at the Made by Hand Show, I hope your daughter enjoys the purple necklace …. (This would be a good opportunity to offer a post show promotion. • ALWAYS FOLLOW UP WITH EACH POTENTIAL LEAD 1-5 days following the show • CHOOSE AN APPROPRIATE FOLLOW UP METHOD (email, telephone, mail) • PERSONALIZE EACH FOLLOW UP avoid mass email follow-ups • OFFER A POST SHOW PROMOTION TO POTENTIAL LEADS
8 | Made By Hand Show Vendor Package
Expressed Interested in what products: What did they purchase?
Rules & Regulations MADE BY HAND SHOW ACCEPTANCE TERMS AND CONDITIONS:
4. Exhibitors must maintain a clean area and are
CANCELLATION TERMS AND CONDITIONS:
1. This is a juried show. Vendors must submit 3-5
responsible to place garbage, bags and boxes in
1. An exhibitor may cancel their application no later
garbage receptacles provided.
than February 28, 2013 (if a cheque was provided,
5. Subletting or renting a portion of the exhibition space
the cheque will be voided and returned). After March
without written permission is strictly prohibited.
1, 2013 upon acceptance of your application the
6. Your exhibition space must look profession, NO
exhibitor fee is non-refundable.
handwritten signs, we will ask you to remove all
2. Should an exhibitor cancel after March 1, 2013 or fail
handwritten signs.
to attend on event day, Show Management reserves
7. Exhibitor is strictly prohibited to apply or attach pins,
the right to
tape, tac, glue or other adhesives to building columns,
i. Retain all payments (upon acceptance of application
floors, walls or other components not belonging to
the exhibitor fee is non-refundable) and/or
the Exhibitor. The exhibitor will be liable for any costs
ii. Re-rent the exhibition space
incurred due to non-compliance.
iii. If we are able to re-rent the exhibition space
SET-UP & DISMANTEL OF EXIBITION SPACE:
with a suitable replacement you may (under show
1. Exhibition space must be fully set-up and occupied
management’s discretion) receive a refund (less a
prior to the commencement of the show hours
$5.00 application fee)
(11:00am – 5:00pm)
CANCELLATION OR CURTAILMENT OF THE SHOW:
2. The Made by Hand Show will be open to the public
1. In the event the facility in which the Show is to
between 11:00am and 5:00pm.
be held is destroyed or becomes unavailable for
3. Exhibitors will have a maximum of two (2) hours to
occupancy, or if for any reason the Show Management
set-up their space. Set-up will commence at 9:00am
is unable to permit the Exhibitor to occupy the facility
and 9:30am the day of the event only. Exact times,
or the Rental Space, or if the Show is cancelled
locations and instructions will be communicated with
or curtailed, for any reason beyond the control of
the exhibitor prior to the show. All exhibitors must be
the Show Management, Made by Hand will not be
fully set up by 10:50am.
responsible for any loss of business or loss of profits
colour photos of their work and one photo should be of your booth (or sketch of your booth); Exhibitors will be accepted by show committee based on the photos provided. Prior acceptance into a Made by Hand Shows does not guarantee acceptance into future shows. Show management reserves the right to limit exhibitors in similar categories. 2. ONLY HANDMADE ITEMS ARE PERMITTED AT THIS SHOW (handmade or a component of handmade). All products must be made by the applicant, in Canada). Photography is acceptable provided the photos are taken by the applicant. Nonhandmade items are strictly prohibited. Non-handmade items will be removed immediately and that vendor will not be invited to future events EXHIBITION SPACE: 1. Exhibition space includes the rented square footage, furniture and pipe and drape as indicated above. The exhibition space also includes cleaning of your rented space. 2. Exhibitors may only use the allotted rented space. Encroaching on neighbouring spaces or common areas (isles) is strictly prohibited. 3. All tables must include a table skirt or table cloth that reaches the floor to hide any storage or boxes. Table skirts may be purchased, or applicants may provide their own table coverings.
4. Exhibitors may begin to dismantle their booth following the conclusion of the show. No space may be dismantled in part or whole prior to 5:00pm. 5. Exhibitors that dismantle of their booth or leave prior to 5:00pm will NOT be invited to future events. 6. Exhibitors are required to listen and obey instructions by Show Management, Security, Parking Control and/or International Centre staff.
9 | Made By Hand Show Vendor Package
ADVERTISE with Us 1. Event Program ($20 - $225 + HST) 2. Newsletter Advertising March/April Issue ($30 + HST) Includes logo, sentence about your business and URL links to your website; 2300+ subscribers
3. Newsletter Item Promo ($15 + HST) Click here to see sample: http://eepurl.com/qQLjj Includes photo of a product, business name, url LINK and booth number; 2300+ subscribers
4. Photo Promo on website (under exhibitors) ($15 + HST) Includes photo of a product, photo URL to your website
BABY/TOYS vendors: everything in baby and children accessories, diaper cakes, towel cakes, tutus, toys and more. Photo: Athena’s Diaper Cakes
10 | Made By Hand Show Vendor Package
Make your booth and brand stand out at any trade show with the right signage, promotional cards and business cards. Pubisher Productions Solutions, your print consultant for all your design and printing needs. Proud sponsor of Made By Hand Show. Be sure to contact us for the MBHS’s vendor’s deal.* *Terms & conditions apply, deals may vary throughout the year. Contact for more details. pull-up banner
business cards postcards
matte vinyl banner with grommets
and much, much more...
Doris Chung | publisher-ps.com | 416.804.8930 | info@publisher-ps.com
11 | Made By Hand Show Vendor Package