Calgary Spring Exhibitor Guide | Make It Show

CALGARY SPRING EXHIBITOR GUIDE

Welcome Makie!

We’re honoured to have you as a valued member of our community of creative entrepreneurs earning a living doing what they love.

In order to ensure that your experience is as fun, positive, and successful as possible we’ve created this guide. If you still have a question that isn’t answered here, please email hello@makeitshow.ca

 
 
 
 

DATES, DEADLINES, AND HANDY LINKS

SHOW DATES 

Load-in/setup:
• Thursday, April 4, noon-8pm
Show hours:
• Friday, April 5, 11am-9pm
• Saturday, April 6, 10am-6pm
• Sunday, April 7, 11am-5pm
Tear down/load-out:
• Sunday, April 7, 5pm-9pm

 

DEADLINES

Food vendor form submissions should have already been sent in (prior to your booth purchase). If you have not yet sent in your forms, please submit them here by March 4, 2019. PLEASE NOTE: if you have made any changes to your forms or have an updated Food Handling Permit, please email it to food@makeitproductions.com

 

HANDY LINKS

 
 


 
 

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 the day before the show. You can load in anytime during this time and take as long as you like to set up your booth, as long as you’re done by 8:00 PM. There will be no set up time on the morning of the show, so make sure you complete everything the evening before.

Please check in with us at the check-in table to receive directions to your booth and your Makie badges.

Shared dollies are available to help you unload your vehicle, but if you have a dolly of your own, we recommend you bring it to speed up the process.

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. Please make sure you arrange childcare in advance. The exhibitor lounge will be available for you to use during load-in and tear-down, but do not leave children unattended in the lounge. An adult must be with them at all times.

 

ACCESSING THE VENUE

Before and after show hours, please use the exhibitor entrance to access the venue. You and your staff will need to present your Makie button to the security guard in order to enter the venue; if you lose your button, please obtain one from a Make It Team Member. 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.

You may access the hall one hour before/after the show opens/closes each day. If you need to access the hall outside of those hours, please let us know ahead of time so that we can make the proper arrangements with the security team.

During the show, you’re welcome to use the regular show entrance as long as you have your Makie button with you.

 

WILL CALL

You can pick up extra Makie badges for your staff members during check in. You’re welcome to leave a badge for your staff at Will Call if they are arriving during show hours and you can’t leave your booth. Just pop the badge into an envelope with their name on it and bring it to the ticket kiosks.

 

FLOOR PLAN

Coming soon.

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 YOUR BOOTH

    Size + Space
    Booth sizes are given width x depth; if your booth is 10′ x 6′, then it’s 10’ left-to-right and 6′ front-to-back. 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 into your neighbour’s booth.
    Pipe and Drapes
    Booths are separated by 8’ high white back-and-side pipe-and-drapes
    S-Hooks
    A limited number of 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.
    Flooring
    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!
    Chair
    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.
    Power
    Up to 1500W of power are allocated for your use, but there may not be an outlet at your booth so please
    • Bring an extension cord that is at least 25′ long
    • Bring any power bars you will need use energy-efficient bulbs in your lighting
    • Do not use more power than you need — we don’t want to overload any circuits!
    • If you need more than 1500W of power or need 24-hour power, please order an upgrade directly from the show supplier.
    Things you should bring or rent:
    • Table
    • Table Coverings
    • Lighting
    • Fabric to cover your booth at night
    • Signage with your company name

 

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 through this PDF or by using their handy online ordering system at goodkey.com. Instructions on how to order can be found on page 2 of this PDF.
Make It Calgary’s show code: Mi04050719

 

SHIPPING


If you’re planning to ship your items to Make It, you can also do this through Goodkey. Goodkey can also transport your goods from one show city to the next. Please email nomer@goodkey.com to make arrangements.

 

WIFI

The venue does not have wifi available, so please make sure your data plan is sufficient for your needs.

 

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 venue 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 least 15 minutes before the show each day. Your booth should be uncovered, lit, and ready to go at your booth 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 please 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 please resist the urge to 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 back to future shows.

 

FOOD

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.

 

EXHIBITOR LOUNGE

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.

 
 


 
 

PROMOTE THE SHOW  — AND YOURSELF!

DISCOUNT TICKETS

Early Bird tickets are available until right before the show starts for $2.50 (50% Off!). Make sure you share the link with all of your followers (https://www.showpass.com/makeitcalgary/). Once the show opens, online tickets are still available for $5.

 

SOCIAL MEDIA

We are proud to have you at the shows and we hope you are proud too! We’d love you to spread the word and invite your customers to visit you at the show! Here’s an image for you to use:

Here’s a handy list of social media info:

Hashtags: #makeitcalgary #makeitshow

Instagram: @makeitshow

Facebook: Make It! The Handmade Revolution

Facebook Event: *coming soon* Make sure you direct and invite ALL of your friends to the official event.

 

DIRECT EMAIL MARKETING

Direct email is still the #1 way to reach your customers! Here’s a bit of text you can copy-and-paste into your next newsletter:

We’re soooo excited to be exhibiting at the upcoming Make It Calgary, happening April 5-7 at Deerfoot City! Stock up on accessories, jewellery, clothing, art, home decor, food, baby/kid items, and lots of other beautifully crafted goods from more than 100 Makies. Everything at Make It is handmade with love in Canada, so you can feel good about what you buy.
Early Bird tickets to Make It are available online at https://www.showpass.com/makeitcalgary/, and are only $2.50 -that’s 50% off the gate price!

 

FLYERS

Flyers are available 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. Both versions are good for $2 off entry!

Flyers are currently being printed and pick up location is to be determined by mid February:

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.

 
 


 
 

SAFETY AND SECURITY

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.

Deerfoot City 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.

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. 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 will not be invited back to future Make It events.

 
 


 
 

PARKING DURING THE SHOW

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.

 
 


 
 

INFORMATION FOR FOOD VENDORS

There is no catering kitchen at Deerfoot City 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.

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 Friday to be present for inspection.

Makies requiring more than 1500W of power or 24-hour power MUST purchase a power upgrade for their booth. If you need additional power, please purchase it directly from the show’s electrical supplier.

 
 


 
 

SHIPPING AND ACCOMMODATIONS

 

SHIPPING

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:

Make It!

(Makie business name, Booth #____)
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.

 

PALLET STORAGE

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, and to make sure it is still there for you on Sunday when you need it.

 

ACCOMMODATIONS


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.

 
 


 
 

CHARITY AUCTION AND GRAND PRIZE GIVEAWAY

 

CHARITY SILENT AUCTION

We’re hosting a silent auction with 100% of the proceeds going to The Calgary Firefighters’ Burn Society. We encourage you to help us raise money for this worthy cause by donating an item! The CFBTS supports initiatives that will improve outcomes and quality of life for burn survivors and individuals affected by other severe skin injuries. The society fosters advancements in burn treatment, research, awareness, care, and education. 100% of the proceeds raised by the silent auction is donated to the CFBTS to help them forward their cause.

If you’d like to donate an item to the silent auction, please drop off your item at the check-in table on load-in day.

 

GRAND PRIZE GIVEAWAY

Our customers love entering their names to win a super awesome prize! If you would like to donate an item, please drop off your item at the check-in table on load-in day. 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.

 
 


 
 

CALGARY BUSINESS LICENSE REQUIREMENTS

Makies are covered by the venue’s Trade Show License and do not need to obtain any further permits from the city to vend at the show.

 
 


 
 

TERMS AND CONDITIONS OF PARTICIPATION

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.

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