CALGARY HOLIDAY EXHIBITOR GUIDE
Congratulations on your acceptance to Make It!
The exhibitor guide is designed to help you navigate the logistics of the Make It show, and to help make your involvement in Make It a positive and successful experience. Together we can make Make It an extraordinary experience for Makies and attendees alike! Please read the exhibitor guide carefully before you arrive on site, and email Brigitte at email@example.com if you have any questions about any of the information contained within the guide, or if you have questions that the guide doesn’t answer. We expect that you will abide by the rules and regulations set out in the guide to help us create a great experience for everyone.
The exhibitor guide contains really important information about:
Load-in/setup: Wednesday, December 4th
Show hours: Thursday and Friday, December 6th and 7th 11:00 – 9:00; Saturday, December 8th 10:00 – 6:00; Sunday, December 9th 11:00 – 5:00
Tear down/load-out: Sunday, December 9th 5:00 – 9:00
Food vendors only: Your public health/venue documents are due September 30th.
NATIONAL MAKIE DAY
Thursday, September 20th
Equipment rentals (tables, cross-beams, grid wall, etc.): With this PDF package or online at www.goodkey.com, Make It Calgary show code: Mi12060918. If you haven’t previously used Goodkey for equipment rentals, please scroll down to the “Tables and Equipment Rentals” section of this page to find out how.
Discount tickets: Ticket sales will go online on September 20th
Auction/Grand Prize Giveaway submissions: https://makeitproductions.wufoo.com/forms/make-it-yyc-auction-and-prize-draw-holiday-2018/
Exhibitor parking: No parking pass required
Deerfoot Wi-Fi: The venue does not provide wi-fi
Power upgrade: No upgrades are required at this venue
Public health/venue form (food vendors only): https://makeitproductions.wufoo.com/forms/holiday-2018-food-vendor-forms/
Make It website: makeitshow.ca
Contact info: firstname.lastname@example.org
FLOOR PLAN, LOAD-IN PROCEDURE, AND VENUE INFORMATION
LOAD-IN AND SET UP PROCEDURES
Check-in is from 12:00 PM to 6:00 PM. Because we have a large number of Makies, we stagger the load in process so it’s smoother. You’ll be assigned a check-in time based on your booth number (the floor plan will be released closer to the show dates). The designated times are for check-in only; you can take as long as you like to set up your booth, as long as you’re done by 8:00 PM. If you can’t come during your designated time slot, please let us know. There will be no set up time on Friday morning, so make sure you complete everything on Thursday.
For the safety reasons and as per WorkSafe regulations, children under the age of 15 are not permitted in the hall during set up or tear down. This includes babies in strollers or carriers. If you’re travelling from out of town and have your kids with you, please make sure you arrange off-site childcare in advance. There is no exhibitor lounge available for kids to be left in during load-in.
When you arrive to set up on December 5th, proceed directly to the main entrance of the show hall (see map below) and check in with us at the check-in table at the show entrance. We’ll give you directions to your booth and a rad Makie exhibitor badge, plus a couple of extra badges for staffers if you need them. Go back outside and unload your vehicle. Once all your goods are at your booth, please return to your vehicle and move it to a spot further away from the entrance so that Makies who are arriving after you and need to cart their goods in don’t have to travel long distances with their items. We have a lot of Makies who need to get their goods into the building, so please don’t leave your vehicle in the unloading area any longer than absolutely necessary.
ACCESSING THE VENUE
Please use the exhibitor entrance to access the venue before or after show hours. You will need to present your Makie button to the security guard in order to enter the venue; if you lose your button, please obtain a new one from Brigitte. Please do not pressure the venue to admit you without your Makie credentials — their job is to keep unauthorized people (ie anyone without a button) out of the building in order to keep all of us (and everyone’s products!) safe. Please make sure that all the members of your team understand security procedures; Makies who ignore security procedures will not be invited back to future Make It events.
You may access the hall one hour before the show opens each day, and come in and out for one hour after the show closes. If you need to access the hall outside of those hours, please let us know before 6:00 p.m. on December 5th so that we can make the proper arrangements with the security team.
You can pick up extra Makie badges for your staffers when you check in on Thursday. Your staff can access the venue with their Makie badges through the exhibitor entrance one hour before and after the show each day, or through the regular show entrance during show hours. You’re welcome to leave a badge for a helper at Will Call if your helper is arriving during show hours and you can’t leave your booth; just pop it into an envelope with their name on it and bring it to the ticket kiosks.
The floor plan will be released later in the fall.
N.B.: Although we try very hard not to make changes to the floor plan once it is released, it’s sometimes necessary to make minor changes. Please double check your booth number a day or two before the show to ensure you’ve got the most up-to-date info.
BOOTH DESIGN AND SHOW SURVIVAL
ABOUT THE INCUBATOR SECTION
If you’re an Incubee, you’ll be provided with a 4’x2.5′ table, signage, and access to power for charging devices or for a few spotlights. You may bring whatever kinds of tabletop displays that you like. Displays may be clamped to the tables, but not attached in any way that will cause permanent holes or damage. Please make sure that your display plan includes a table covering, or make arrangements with us to rent a covering from the show equipment supplier. If you plan not to use a table for your set-up, you must let us know before September 15th.
ABOUT YOUR BOOTH
Booths include 8’ high white back-and-side pipe-and-drapes; s-hooks will be provided so that you can hang signage if required. Please do not hang anything other than signage (up to 3 lbs.) from the pipe; you are expected to bring self-supported structures to display your goods. Some Makies hang additional drapes from the pipe to provide a different colour backdrop for their display; this is permitted but please use FR-treated panels only. The Calgary Fire Department will conduct a burn test on your drapes and table coverings in their pre-show inspection.
Floor covering is not required, but it’s a great idea to build carpeting or anti-fatigue panels into your booth. Standing up all weekend is hard! Your booth comes equipped with one chair; if you’d like a chair for your booth, please grab one from the stack during load in. We strongly recommend sitting as little as possible — it’s difficult for customers to interact with you if you’re sitting while they are standing, and Makies who stand instead of sit see a boost in sales levels. No other furniture is provided with your booth; please make sure you bring any tables you need, or rent them from the show equipment supplier.
Booth sizes are given width x depth; if your booth is 10′ x 6′, then it’s 10 feet left-to-right and 6′ front-to-back.
Power is included with your booth, but there may not be an outlet in your booth so please bring an extension cord that is at least 25′ long. Please bring any power bars you will need. Please use energy-efficient bulbs in your lighting, and do not use more power than you need — we don’t want to overload any circuits!
Everything you’re selling and all of your display fixtures must fit within the footprint of your booth; nothing may protrude into the aisle or your neighbour’s booth. If you’re not sure about your set-up, a helpful trick is to mark out your booth size on your floor at home (masking or painter’s tape works well) and set up your display to make sure it fits. Snap a quick pic with your phone to make duplicating your set-up a breeze!
Please bring a table covering because the rental tables are fugly! Also, it’s a good idea to bring a cover for your table at night, or a piece of fabric to pin across the front of your booth.
TABLES AND EQUIPMENT RENTALS
If you need tables or other display equipment for your booth (gridwall etc), you can order those directly from our equipment supplier with this PDF package or by using their handy online ordering system at goodkey.com. Here’s how:
Go to www.goodkey.com
• Click “order online” from the menu near the top of the page.
• Register your company if you have not registered at the Goodkey site before (your default user name will be your e-mail address, and the pre-selected password is “blue”. Once your account is set up, you can go into your account and change your password.)
• Put in the Make It Calgary show code: Mi12060918
• You are now at the show info page that will tell you the move-in and move-out information along with the furnishings and colours that are supplied by your show organizer.
• If you would like to order extra furnishings, material handling, labour, etc please click on “main” on top of the page.
• Pick from categories listed and click on the sub category products or services of your choice.
• To add to your order, click on “back to main” beside “view my cart” or click the drop down on “select new order” and proceed to add to your order(s).
• Once you are completely satisfied with your order(s) click on “confirm my cart” at the bottom of the page.
• Put a “checkmark” on the terms and conditions – at this point please note the message that will pop up and click ok.
• Click “pay online” and complete the required fields.
• Click “complete payment” and print your receipt.
The venue does not have wifi available, so please make sure your data plan is sufficient for your needs.
Some mobile payment systems are able to be used in an offline mode, and then they sync to your online system when data is available again. Many Makies find this a better alternative to buying increased data, but be aware that this means a customer’s card may be declined long after they’ve gone home, which may end up being more expensive than the data charge, depending on the purchase.
WHAT TO BRING
- Plan to bring ALL ESSENTIAL EQUIPMENT for yourself and your exhibit. We do not provide extension cords or power bars.
- A water bottle and/or travel mug.
- A really good float! Please don’t expect the Stampede to make change for you.
- Dress comfortably! Temperature fluctuations in any large venue are not uncommon as the space fills up with people, so dress in layers.
- Wear comfortable shoes, as you may be standing for long periods of time.
- Other things that might make life easier: snacks, lip balm, Advil/Tylenol, etc.
STARTING THE DAY
We are strict about showing up on time in the morning. You will be able to access your booth one hour before the doors open to the public each day. Make sure you arrive at the venue at least fifteen minutes before the show each day; your booth should be uncovered, lit, and ready to go at least 10 minutes before show time. Scrambling to your booth like a hot mess right as the doors open is not a good look for you or for us, so don’t do it!
Makies who consistently arrive late will not be invited back to future shows.
ENDING THE DAY
You’re required to keep your booth open until the end of the show each day. We know it’s tempting on the last day of the show to start packing up early as things begin to slow down, but resist the urge to get a head start on your tear down! It only takes one vendor who begins packing things away to send customers the message that it’s time for them to go home. This is detrimental to everyone, especially Makies with large pieces who often make the bulk of their sales at the end of the show when shoppers return to purchase an item they’ve been thinking about.
Makies who leave the show before closing or who begin packing up before tear-down will not be invited to participate in any more Make It shows.
There won’t be any food trucks at Make It Calgary, but there are lots of options at Deerfoot City for grabbing a bite to eat. We always recommend making sure you have a good stash of your favourite snacks at your booth to get you through the show – it’s hard to focus on your customers when all you can think about is how long it might be until you have a minute for lunch!
The venue hasn’t got a room suitable for use as an exhibitor lounge, but you can find a draped-off area at the back of the hall that has some tables and chairs for you to take a rest and eat a meal in peace and quiet.
SAMPLING AND SELLING AREAS
You’re required to keep within the footprint of your booth when you’re selling or sampling; aggressively pursuing customers in the aisles is not permitted. The only exception to this is food Makies who want to offer samples to other Makies at their booths; that’s a win-win for everyone, so we encourage it 🙂
NATIONAL MAKIE DAY
The key maximum promotional power for the holiday show season is a coordinated kick-off on Thursday, September 20th (National Makie Day).
1. Post the ‘I’m a Proud Makie’ graphic (we’ll email it to you the morning of September 20th) on Instagram, Facebook, and Twitter with the hashtags #nationalmakieday #proudmakie. This is a great way for us to kick off the holiday season and start building the hype for all of the shows!
2. Send an email update to your newsletter subscribers with information about how to purchase Early Bird tickets. The email we’ll be sending you in the morning on September 20th will include an affiliate ticket link.
3. Invite your Facebook friends to the official holiday Facebook Events, which will launch on September 20.
4. Come to our Makie party to celebrate! If you’re in Calgary or Edmonton, head to the Makie Meet-Up for the celebration – more information will be posted soon. If you’re in Vancouver, the Makie Meet-Up is getting bumped to Saturday, September 22nd, because that’s when we’re having our 10-Year Anniversary/Makie reunion party at the Croatian Cultural Centre – more details are available on the RSVP form here.
Early Bird tickets will go online on September 20th.
Earning Makie status is difficult, so go ahead and brag about it! We’ll provide an image for you to use on September 20th.
Here’s a handy list of social media info:
Hashtag (for Twitter, Facebook, and Instagram): #makeitcalgary #makeitshow
Instagram: @makeitshow (http://instagram.com/makeitshow)
Facebook: Make It! The Handmade Revolution
Make sure you invite ALL of your friends to the Facebook event! But make sure you invite people to the official event – DO NOT CREATE YOUR OWN EVENT (link to be provided September 20th). Things get all sorts of confused when Makies create a separate event page.
DIRECT EMAIL MARKETING
Direct email is still the #1 way to reach your customers! Check back here soon for text you can copy-and-paste into your September 20th email.
Flyers will be available in September for pickup at our partner locations for you to hand out to your friends, family, and customers; an electronic one will also be available here for you to share on your social media feeds.
As a special bonus and a thank you for all your hard work, when you pick up your flyers you can also pick up six paper tickets to use for social media promotion or for your family and friends.
If you’re unable to pick up flyers but have places to distribute them, please email Joanne at email@example.com before Friday, September 21st and we’ll mail you some.
HELP YOUR FOLLOWERS FIND YOU
A handy map suitable for sharing on social media will be provided to you a week or two before the show. We suggest using an editing app like Canva to add your own “Find me here!” text right onto the map to make it easy-peasy for your followers 🙂
During the event, organizers will be on-site to assist with directing the crowd and maintaining security. Please let them know if you notice any attendees or participants acting in ways that could be dangerous or damaging to equipment or the venue, or if you notice any safety hazards.
The venue is extremely secure, however Make It is not responsible for the security of items and equipment at your booth. We recommend taking electronic equipment and cash with you when you leave each night, and covering your tables or pinning a piece of fabric across the front of your booth.
Deerfoot staff wear name tags/uniforms identifying them as such, and our equipment supplier’s personnel all wear staff t-shirts that identify them. A popular scam at large shows is for someone to pretend to be part of the venue staff in order to gain access to the area behind exhibitor booths (or other exhibitor areas), where exhibitors often stash laptops, bags, and other personal items. Please don’t allow anybody without the proper identification into the back area of your booth.
Whether you (or your staff) are entering the show during the exhibitor entrance before or after show hours or through the front entrance during show hours, you will need to present your Makie button to the security guard in order to enter the venue. If you lose your button, please obtain a new one from Brigitte. Please do not pressure the venue to admit you without your Makie credentials — their job is to keep unauthorized people (ie anyone without a button) out of the building in order to keep all of us (and everyone’s products!) safe. Makies who ignore security procedures or who are rude to venue staff will not be invited back to future Make It events.
Parking at Deerfoot Centre is plentiful and free! Please park in the spaces furthest from the entrance to leave the closer spots available for customers.
There is no catering kitchen at the venue for prepping samples or cleaning dishes and utensils, so please make sure that you do as much of that as possible before you arrive at the show. There is a commercial sink where you can fill the container you use for your handwashing station.
Makies serving/sampling any food or drink at all are required to set up a temporary handwash station in their booth. It’s a cheap and easy thing to do, and we look at it as an indicator of how seriously we all take the health and well-being of show attendees. Preference will be given to Makies who have demonstrated a similar commitment to public safety when we jury applications to future shows.
Here are the AHS guidelines for setting up a temporary handwashing station:
The Environmental Health Officer needs to inspect our food vendor booths at the start of the show, so food vendors must be at their booths at 10:00 a.m. on Thursday to be present for inspection.
Your public health/venue documents are due September 30th.
Unfortunately, Deerfoot Mall does not accommodate advance shipping. Please do not ship your goods directly to the venue in advance of the show; make sure your cartage company can provide storage in advance of the show, and deliver your goods the morning of December 5th.
Your items must be shipped out after the show wraps on Sunday night. Materials handling and forklifting of pallets from your carrier will be provided by Make It; other forklifting must be arranged by you through Goodkey. Please confirm with your shipping company that they will be picking up your pallet on Sunday night, as the venue will not store it for you.
Make It doesn’t have an official carrier; you’re welcome to use whichever shipping company most suits your needs. When you’re looking at your carrier options, make sure you have all of the following info ready to get the fastest quote from them:
- The address you’re shipping from, and whether it’s a commercial business, residence, or trade show.
- Whether a power tailgate is required for the pick up (unless you’re shipping from a commercial venue with a loading dock, it is).
- The address of the venue you’re shipping to (see below).
- Whether you need to ship out of the venue after the show, and if so, whether you are shipping back to the address of origin or to another show.
- The dimensions (height x width x depth) and estimated weight of your pallet.
DEERFOOT MALL SHIPPING ADDRESS:
Deerfoot City, December 6-9
#1120 901 64 Ave NE
Calgary, Alberta T2E 7P4
Whichever shipping company you use, make sure they understand the following important three details:
- the window for receivership is the morning of Wednesday, November 21
- they must pick up your items on Sunday after the show closes
- there is no dock available at the venue, so a truck with a tailgate lift is required.
Once you have unpacked your pallet, you may store it in the area marked “pallet storage” on the floor plan in the exhibitor guide. Please write your name on your pallet so that everyone knows who it belongs to make sure, and so it is still there for you on Sunday when you need it. Make It only provides storage for empty pallets; overstock and other items must be stored at your booth.
Lots of Makies choose to book places to stay through AirBnB. This is an especially great option if you have Makies who are travel buddies, and it’s really nice to have access to a real kitchen over the course of the show weekend! If you’re new to Airbnb, you can use this link to sign up and get a $45 credit to use on your booking.
Our partner hotel deals will be posted soon 🙂
If you’re a new Makie and this is your first season with us (yay!), you’re required to contribute an item to either the Charity Auction or the Grand Prize Draw (or both!). If you’re a veteran, you already know how great these two events are at driving customers to your booth, and we encourage you to participate 🙂
CHARITY SILENT AUCTION
We’re hosting a silent auction with 100% of the proceeds going to The Calgary Food Bank. We encourage you to help us raise money for this worthy cause by donating an item!
In Alberta, one in ten individuals experience food insecurity, with 17% children living in food insecure households. In Calgary, 47% of Calgary Food Bank clients are families with children. The Calgary Food Bank is the first line of emergency food support for families and individuals facing crisis. 100% of the proceeds from the silent auction go to support their cause 🙂
If you’d like to donate an item to the silent auction, please use our handy online form to let us know.
GRAND PRIZE GIVEAWAY
Our customers love entering their names to win a super awesome prize! If you would like to donate an item, please use our online form. No minimum value is required — we appreciate every donation. The Grand Prize Giveaway is one of the tools we use to build our email list, which is a huge part of how we get so many people out to each show! Your contribution will be displayed at the front of the show with your business name and booth number, so make sure you pick an item that will drive customers to your booth.
If there is an opportunity to showcase products on TV or other forms of media, Makies who donate an item to the Grand Prize Giveaway will be selected first. We can only do this for Makies who fill in the form in advance of the show, though!
Makies are covered by Make It’s Trade Show License and do not need to obtain any further permits from the city to vend at the show.
CANCELLATION POLICY: If you cancel your application 90 days or more before the show, you will receive a 75% refund. If you cancel your application 60 to 89 days before the show, you will receive a 50% refund. If you cancel your application 59 days or less before the first day of the show, all exhibitor fees and options are non-refundable.
You agreed to the following terms and conditions when you submitted your application. These terms and conditions may be updated from time to time as required and you agree to be bound by any future updates upon delivery of notice of such updates.
*You will not sublease or share your booth.
*You will comply with all local zoning, bylaws, and health and safety rules.
*You will only sell the products outlined in this application unless prior written approval is obtained from Make It Productions Inc.
*You will only sell products that have been designed by you and made in Canada.
*You (or your representative) are required to be present in your booth the entire duration of the show and will not take down your booth until the show is closed.
*You will not hang items weighing more than 3 pounds from the supplied pipe and drape in your booth.
*You will be respectful to fellow Makies.
*You will have fun and promote your participation at the show as much as possible!
If you are accepted to the show, the following refund policy will apply:
*If you cancel your application 90 days or more before the show, you will receive a 75% refund. If you cancel your application 60 to 89 days before the show, you will receive a 50% refund. If you cancel your application 59 days or less before the first day of the show, all exhibitor fees and options are non-refundable.
*Make It Productions Inc makes no representations or warranties about your sales or success at the show and is not responsible for any losses you may incur if the show is cancelled or shortened for reasons outside the reasonable control of Make It Productions Inc.
*You will comply with all requests and directives from Make It Productions Inc personnel during the show to ensure that other exhibitors and customers, at the sole discretion of Make It Productions Inc, have a safe, enjoyable, and positive experience.
*You are solely responsible for obtaining all permits, licenses, facilities, insurance, and approvals reasonably required to sell your products at the show. Make It Productions Inc will not be responsible for any costs, damages, theft or economic loss resulting from your failure to comply with this term. If any government agency, court, person or commercial body orders sale of your products cease, you will immediately comply with this order.
*You will indemnify Make It Productions Inc for any loss, fine, penalty, judgement, legal fees, and expenses reasonably connected with your failure to comply with the terms of this agreement or any liability, negligence, gross negligence or injury resulting from your products, actions, conduct, booth setup, display or trade activities.
*Make It Production Inc may amend or update these terms from time to time and you agree to be bound by such future amendments or updates.
*If you fail to comply with the terms of this agreement contained herein and as amended or updated from time to time, whether before or during the show, Make It Productions Inc may cancel your application or remove you and prohibit your attendance at the show. The refund policy shall apply to this term as if you had provided notice of cancellation on the date that your application is cancelled or you are otherwise removed from the show by Make It Productions Inc.