Edmonton Spring Exhibitor Guide | Make It Show

EDMONTON 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

The exhibitor guide contains really important information about:

DATES, DEADLINES, AND HANDY LINKS

FLOOR PLAN, LOAD-IN PROCEDURE, AND VENUE INFORMATION

BOOTH DESIGN AND SHOW SURVIVAL

PROMOTE THE SHOW  – AND YOURSELF!

SAFETY AND SECURITY

PARKING DURING THE SHOW

INFORMATION FOR FOOD VENDORS

SHIPPING AND ACCOMMODATIONS

CHARITY AUCTION AND GRAND PRIZE GIVEAWAY

TERMS AND CONDITIONS OF PARTICIPATION

 


DATES, DEADLINES, AND HANDY LINKS

SHOW DATES

Load-in/setup:
• Thursday, March 21, noon-8pm 

Show hours:
• Friday, March 22, 11am-9pm
• Saturday, March 23, 10am-6pm
• Sunday, March 24, 11am-5pm

Tear down/load-out:
• Sunday, March 24, 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

Equipment rentals (tables, cross-beams, grid wall, etc.): www.goodkey.com. Please scroll down to the Tables and Equipment Rentals section of this page to find more info. 

To add a power upgrade to your booth: Link coming soon

Discount tickets: https://www.showpass.com/makeitedmonton/

Exhibitor parking: https://my.parkingsoft.com/EdmontonExpoCentre/PrePurchase

Make It website: makeitshow.ca

Contact info: hello@makeitshow.ca


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. You can 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.

When you arrive to set up, enter the Northland grounds through the 73rd or 79th street entrance (see map below). Continue until you reach the parking kiosk, and let the booth attendant know that you’ve arrived for the Make It load-in; they will direct you to continue driving straight until you can park near Hall H and unload.

Please check in with us at the check-in table to receive directions to your booth and your Makie badges. Once all your goods are at your booth, please move your vehicle to the exhibitor parking lot across the street (see map), and THEN  finish setting up your booth. The loading area is small, and 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.

We will have a number of shared dollies 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. 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 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

Booths include 8’ high white back-and-side pipe-and-drapes. 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. Some Makies hang additional drapes from the pipe to provide a different colour backdrop for their display; this is permitted but please use flame resistant treated material only.

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. 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.

Pro Tip! 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.

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.

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. 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! If you need more than 1500W of power or need 24-hour power, please order an upgrade directly from the show supplier.
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.

Pro Tip! 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 not pretty! 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 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 Edmonton’s show code: Mi3222419

 
WIFI

You can use your own data plan for processing payments, or purchase wifi from the Expo Centre, find more info here. Free wifi is available only in the food court.

 
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

The Expo Centre has a small food court you can run to if you need a quick bite. 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 Exhibitor Lounge will be available for your use during load-in, tear-down and during all hours of the show. There is a fridge in the exhibitor lounge, and lots of tables and chairs for when you need a break.


PROMOTE THE SHOW  – AND YOURSELF!

DISCOUNT TICKETS

Early Bird tickets are available until right before the show starts for $3 (50% Off!). Make sure you share the link with all of your followers (https://www.showpass.com/makeitedmonton/). Once the show opens, online tickets are still available for $6.

 
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: #makeitedmonton #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 Edmonton, happening March 22-24 at Edmonton Expo Centre! Stock up on accessories, jewellery, clothing, art, home decor, food, baby/kid items, and lots of other beautifully crafted goods from more than 150 Makies. Everything at Make It is handmade with love in Canada, so you can feel good about what you buy. There are also fantastic food carts and a beer garden, to keep you fuelled up!

Early Bird tickets to Make It are available online at https://www.showpass.com/makeitedmonton/, and are only $3 -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 will be available at these following locations by mid February:

Alberta Craft Council: 10186 106 St NW

Bedrock Supplies: 9435 63 Ave

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.

The Expo Centre 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

There’s a ton of parking (nearly 6200 stalls, in fact!) available for your customers at the Expo Centre for a special Make It rate of $10/day (regular Expo parking rates are $16/day). Drop-off areas and accessible parking spots are available close to all main entrances.

Exhibitor parking is available in the West parking lot for the reduced rate, with no charge for parking on load-in day. You can also purchase an Exhibitor parking passes that provides exhibitors with quick access to the site through the Service Entrance located on 79th Street and Borden Park Road. Purchasing a parking pass allows for in-and-out privileges. Exhibitor passes are available for purchase online only, and are available until the first day of the show.

Trailer parking is available on site in the exhibitor parking area or as directed by the Parking Team.


INFORMATION FOR FOOD VENDORS

There is no catering kitchen at the Expo Centre 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 one hour before show opening, so food vendors must be completely ready and at their booths at 10:00 a.m. on Friday as the officer makes their rounds. Remember that the Health Officer has the final say in approving you and your products for sale at the show. Your participation during the show can be revoked at anytime, if you are not meeting proper food safety standards.

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 (link coming soon).

 
Expo Centre Requirements:

An Expo Centre representative will visit the food booths at the start of the show; please do not be surprised if she stops by to chat with you. Expo Centre requests that samples remain within a 2 oz portion size, and that any items that are similar to what is being sold by the Expo Centre concessions be priced similarly to the Expo Centre pricing.


SHIPPING AND ACCOMMODATIONS

EXPO CENTRE SHIPPING ADDRESS:
Expo Centre Northlands, Hall H
Make It! The Handmade Revolution, March 22-24
(Makie business name, booth #)
7515 – 118 Ave NW
Edmonton, AB T5B 0J2

If you’re planning to ship your items to Make It, you can use our show provider, Goodkey. If you’re doing multiple shows with Make It, Goodkey can also transport your goods from one show city to the next. Please email nomer@goodkey.com to make arrangements.

You’re also welcome to use any carrier you like to ship your goods to the show. Please advise them that the window for receivership is the morning of Thursday, March 21, and that they must pick up your items on Sunday after the show closes. Please advise them that there is no dock available at the venue, so a truck with a tailgate lift is required.

Some Makies prefer to ship their goods via Greyhound, and then rent a vehicle once they arrive in town and pick their items up themselves from Greyhound. It’s less convenient than shipping directly to the show, but often more affordable.

 
ACCOMODATIONS

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 Edmonton’s Food Bank. We encourage you to help us raise money for this worthy cause by donating an item! Each month, over 20,000 people receive food hampers from Edmonton’s Food Bank. The Food Bank also distributes food to more than 400,000 meals and snacks each month through more than 230 agencies, churches or food depots with which we are affiliated. Approximately 40 percent of clients served are children under 18.

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.


TERMS AND CONDITIONS

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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