Vancouver Spring Exhibitor Guide | Make It Show

VANCOUVER 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

VANCOUVER BUSINESS LICENSE REQUIREMENTS

TERMS AND CONDITIONS OF PARTICIPATION


DATES, DEADLINES, AND HANDY LINKS

SHOW DATES

Load-in/setup:
• Thursday, April 18, noon-8pm 

Show hours:
• Friday, April 19, 11am-9pm
• Saturday, April 20, 10am-6pm
• Sunday, April 21, 11am-5pm

Tear down/load-out:
• Sunday, April 21, 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. 

Early bird tickets: https://www.showpass.com/makeitvancouver/

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 PNE grounds through Gate 2 on Renfrew (see map below). Turn right into Lot 1, park your vehicle, and walk down the loading ramp into the Forum.

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 and THEN  finish setting up your booth. More parking is available on the East side of the building. PNE parking is free during set-up. 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 area any longer than absolutely necessary.

We will have a number of 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; 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 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. 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’ 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 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! 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 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 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 Vancouver’s show code: Mi04192119

 
WIFI

Wifi at the Forum can sometimes be spotty, so we suggest that you use your own data plan for processing payments.

 
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.

 
ABOUT FOOD

There will be a great bunch of food vendors outside the venue (including carts with vegan and gluten-free options), and the PNE concession will be open. We also 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, and are only $3 -that’s half off the gate price! Make sure you share the link with all of your followers (https://www.picatic.com/makeitvancouverspring2018). Once the show opens, online tickets are still available for $4.

 
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: #makeitvancouver #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 Vancouver, happening April 19-21 at the PNE Forum! Stock up on accessories, jewellery, clothing, art, home decor, food, baby/kid items, and lots of other beautifully crafted goods from more than 200 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 fueled up!

Early Bird tickets to Make It are available online at https://www.showpass.com/makeitvancouver/, 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:

Bird On A Wire Creations: 2535 Main St (at Broadway)
Conscious Lab/Make It HQ: #200-422 Richards St (email hello@makeitshow.ca to arrange a time; we’re not always in the office)

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.

 
HELP YOUR FOLLOWERS FIND YOU

Please check back here a couple of weeks prior to the show for a show map suitable for posting to social media.


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 PNE provides 24-hour security for the entire weekend (Thursday morning through Sunday night). 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.

PNE 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. 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

Makies are not allowed to park in Lot 1 during the show, but there’s lots of parking available East of the Forum. PNE parking is $12 a day; you may purchase a 3-day parking pass from the PNE from the parking Kiosk as you drive in during the mornings of show days. The parking pass won’t save you any money, but it will save you the headache of needing to stop and pay every day when you arrive, and prevent the formation of huge line-up into the parking lot on Friday morning. There is also a large pay-parking lot right across the street from the Forum (south of the Forum, on the other side of Hastings Street).


INFORMATION FOR FOOD VENDORS

If you would like to hand out samples at the show, you MUST have a temporary handwash station and a spray bottle of disinfectant at your booth. In order to minimize direct food handling at the show, please portion and pack your samples before the show.

Here’s a great diagram for setting up a temporary handwashing station:

You can use the utility sink in the exhibitor lounge to fill your water container.

If you are unsure about any of the VCH regulations, please check their Guideline for Sale of Foods at Temporary Markets for clarification.

The Environmental Health Officer needs to inspect our food vendor booths at the start of the show; food vendors must arrive at the PNE Forum 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 (link coming soon).

If you intend to offer samples at the show, you must submit a Temporary Food Services Application (link coming soon). Please do not send your form to VCH; submit your completed form to hello@makeitshow.ca before February 7th.


SHIPPING AND ACCOMMODATIONS

SHIPPING

Unfortunately, the PNE Forum 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 April 19. Your items must be shipped out after the show wraps on Sunday night. Materials handling and forklifting will be provided by Make It. If you are not using our official carrier, 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’s official carrier is >C&D Logistics. To arrange to ship through C&D, please contact Matt Baillet at matt@cdlogistics.ca or 604 881 4440.

For the fastest quote, make sure you have all of the following info ready:

  • 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).
  • Which Make It (Calgary, Edmonton, or Vancouver) you are shipping to.
  • 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.

PNE FORUM SHIPPING ADDRESS:
Make It! The Handmade Revolution
(Makie business name, booth #)
PNE Forum
2901 E Hastings St
Vancouver, BC V5K 5J1

You’re 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, April 19 and that they must pick up your items on Sunday after the show closes.

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.

 
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 you so that 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 toAirbnb, you can use this link to sign up and get a $45 credit to use on your booking.

We also highly recommend the Atrium Inn which is only a block away from the PNE Forum. Please tell them you’re going to be at Make It for a special deal!


CHARITY AUCTION AND GRAND PRIZE GIVEAWAY

CHARITY SILENT AUCTION

We will be hosting a silent auction with 100% of the proceeds going to the Union Gospel Mission. We encourage you to help us raise money for this worthy cause by donating an item! The Union Gospel Mission provides meals, shelter, recovery programs, and education and job preparation programs to those in need. The generosity of Makies like you has raised more than $20 000 for the UGM!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 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.


VANCOUVER BUSINESS LICENSE REQUIREMENTS

Vancouver does not currently require out-of-town market vendors to obtain a license to vend at the show.

 
PST COLLECTION
A representative of the BC Ministry of Finance will be conducting a site inspection on Friday, April 20th. Please make sure you are familiar with the Provincial Sales Tax (PST) regulations and how they apply (or don’t apply) to your products.

Please click here to get a PDF of the Casual Remittance form that you can use to remit your PST if you do not have a PST number. If you have a PST number, then remit your PST in the usual fashion.

If you are uncertain about PST regulations and how they affect you, please call Taxpayer Services 1 877 388 4440 between 8:30am and 4:30pm (BC time, Monday to Friday) with your PST questions.


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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