Supplier Trade Show
EXHIBITOR’S MANUAL
Tuesday, May 10, 2011
PAC, University of Saskatchewan
IMPORTANT!
Please review the contents of this manual carefully and be sure to pass along
necessary information to those individuals setting up and staffing your booth.
2011 SUPPLIER TRADE SHOW
TABLE OF CONTENTS
1.
LOCATION ..................................................................................................................................... 2
2.
SHOW SCHEDULE (SUBJECT TO CHANGE) ....................................................................... 2
3.
BOOTH MATERIALS ................................................................................................................... 2
4.
CRITICAL DATES ......................................................................................................................... 2
5.
BOOTH SIGNS .............................................................................................................................. 3
6.
BOOTH GUIDELINES & RESTRICTIONS .............................................................................. 3
7.
CARPETING .................................................................................................................................. 3
8.
ELECTRICAL SERVICES ............................................................................................................ 3
9.
INTERNET SERVICES ................................................................................................................ 3
10.
MULTIMEDIA EQUIPMENT RENTAL .................................................................................... 3
11.
PARKING ....................................................................................................................................... 3
12.
MAPS ............................................................................................................................................. 3
13.
LOADING DOCK .......................................................................................................................... 4
14.
SHIPPING INFORMATION ....................................................................................................... 4
15.
FIRE REGULATIONS .................................................................................................................. 4
16.
NON-EXHIBITOR SOLICITING ................................................................................................ 4
17.
SALES PROMOTION ACTIVITY ............................................................................................... 4
18.
PAYMENT OF ACCOUNT ........................................................................................................... 4
19.
SECURITY PRECAUTIONS ........................................................................................................ 5
20.
GIVE AWAYS/SAMPLES ............................................................................................................ 5
21.
HOTELS & TAXI SERVICES ...................................................................................................... 5
22.
CONTACT LIST ............................................................................................................................. 6
23.
SMOKING ...................................................................................................................................... 6
24.
UNPACKING ................................................................................................................................. 6
APPENDIX A – TIPS FOR TRADE SHOW DISPLAYS ........................................................................ 7
APPENDIX B – SHIPPING FORM .......................................................................................................... 8
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2011 SUPPLIER TRADE SHOW
WELCOME!
We would like to thank you for your participation in the upcoming Supplier Trade Show hosted by
Purchasing Services, Financial Services Division of the University of Saskatchewan (U of S).
Please note that Purchasing Services will be advertising this event via the On Campus Newspaper, mailout invitations, email broadcasts, plus notices posted on the Purchasing Services website. Although we
will do our best to notify the campus community, we highly encourage your personal invitations to your
contacts on campus to supplement internal communications. We also encourage your company to invite
any off-campus clients and customers who wish to see the latest products and services your company has
to offer. For Exhibitors new to trade shows, we have added Tips for Trade Show Displays in Appendix A.
Thank you for making the 2011 Supplier Trade Show a success and we look forward to seeing you and
your company at this year’s exciting event.
1. LOCATION
University of Saskatchewan
College of Kinesiology Physical Activity Complex (PAC)
Main Gymnasium
87 Campus Drive
Saskatoon, Saskatchewan
S7N 5B2
2. SHOW SCHEDULE (subject to change)
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7:00 – 9:30 AM
8:00 AM
9:30 AM
10:00 AM
11:30 AM– 12:30 PM
2:30 PM
4:00 PM
4:00 – 6:30 PM
Set-up
Hot breakfast for Exhibitors available in the Exhibitor Lounge
Show opens
Snacks and refreshments served
Lunch available in the Exhibitor Lounge
Snacks and refreshments served
Show ends
Commence move-out (earlier move-out is discouraged)
3. BOOTH MATERIALS
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One 8 ft x 10 ft fully carpeted and draped booth (8 ft H back drape, 4 ft H side drape)
One 6 ft skirted table and 2 chairs
One 400 watt, 120 volt receptacle
Wireless internet capability
Booth sign
4. CRITICAL DATES
 March 31, 2011
 April 21, 2011
 May 10, 2011
R.S.V.P. to show invitation
No refunds after this date
Show date & payment of booth space rental to be submitted to the U of S
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2011 SUPPLIER TRADE SHOW
5. BOOTH SIGNS
A booth sign will be provided. Exhibitors may provide and display their own signage.
6. BOOTH GUIDELINES & RESTRICTIONS
These guidelines and restrictions are intended to provide a foundation for constructing a commercial
exhibit at the Supplier Trade Show. Exhibitors are expected to create attractive, eye-catching
displays that do not infringe on adjacent or neighboring booths or aisles. All booth displays, signage,
decorations and products must be contained entirely within the booth.
The U of S reserves the right to restrict exhibitors which, because of noise, method of operation, or
any other reason become objectionable, or otherwise detract from, or are out of keeping with the
character of the Trade Show as a whole.
7. CARPETING
The Trade show is carpeted throughout except for the Exhibitor’s Lounge and storage areas which
are tarped only.
8. ELECTRICAL SERVICES
Included with each booth is one 400 watt, 120 volt receptacle. If additional electrical services are
required, please contact the Trade Show Coordinator. Please remember to bring along a
power bar if you require more than one outlet, plus an extension cord as the outlet
may be located outside your booth.
9. INTERNET SERVICES
The PAC has wireless internet capability. A computer technical representative will be available from
8:30 – 9:30 AM to initialize laptops, if required. Contact the Trade Show Coordinator if this service
is required.
10. MULTIMEDIA EQUIPMENT RENTAL
Media Access and Production (eMAP) is the division of the U of S responsible for providing campus
partners with the solutions of multimedia. eMAP has a complete inventory of multimedia equipment
available for rent and will deliver, set-up and provide any support needed. For inquiries, please
contact Gail or Sheri at: 966-4263. For rental rates, please refer to the following website:
https://www.emap.usask.ca/services/equipment_rental_rates.php
11. PARKING
Parking is available directly across the street (College Drive) from the PAC in the Stadium Parkade.
The cost is $4 per exit and is open 24 hours per day. An outdoor walkway leads from the Parkade
and extends across College Drive to the front entrance of the PAC.
12. MAPS
For maps of the University, please go to: http://www.usask.ca/maps/campus.html
For a map of Saskatoon, please go to: http://www.usask.ca/maps/citymap.html
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2011 SUPPLIER TRADE SHOW
13. LOADING DOCK
With the exception of large items shipped prior to the show, Exhibitors will be required to load/unload their hand-carried materials. The PAC loading dock is located behind the College of Kinesiology
building on Gymnasium Place road. A number of dollies will be available for Exhibitor’s use.
14. SHIPPING INFORMATION
The U of S will accept advanced shipments between May 2nd to May 6th. If you plan to pre-ship,
please complete the Shipping Form (see Appendix B).
15. FIRE REGULATIONS
Booth decorations and construction must conform to the fire regulations of the U of S. Cloth and
other flammable materials must be flame-proofed.
Prohibited Materials and Merchandise
 Flammable liquids or dangerous chemicals
 Fireworks
 Blasting agents
 Explosives
 Flammable cryogenic gases
 Storage or display of ammunition and/or fire-arms.
16. NON-EXHIBITOR SOLICITING
If you, as an Exhibitor, are approached or observe anyone soliciting on the floor who is not an
Exhibitor, please notify the Trade Show Coordinator immediately. This practice is not allowed.
17. SALES PROMOTION ACTIVITY
Exhibitors must restrict their sales promotion activities to the confines of their exhibit booth(s) and
such activities must not interfere with or offend any other Exhibitor or Visitor. An Exhibitor desiring
to hold a booth prize draw may make the draw at their own booth and either contact the winner after
the show or provide the prize and details to the Trade Show Coordinator.
Consideration of samples and draws may add interactivity to your booth. Distribution of product
samples in a dignified fashion is permitted provided there is no interference with other exhibits, and
that the samples pertain to or contribute to the exhibits. The U of S may withhold or withdraw
permission to distribute samples, advertising or other material considered objectionable.
Failure or refusal, by an offending Exhibitor, to respond to a request made by the Trade Show
Coordinator in this regard, will make the Exhibitor and Booth liable for removal from the show.
18. PAYMENT OF ACCOUNT
Full and final payment for booth rentals must be made prior to the event date of May 10, 2011.
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2011 SUPPLIER TRADE SHOW
19. SECURITY PRECAUTIONS
We ask that you use common sense when leaving your booth space unattended. The U of S does not
assume any responsibility for losses incurred from pilferage or any other causes. Exhibitors should
take all possible precautions to protect their own property and should have appropriate insurance as
set out under Section 10 – INSURANCE on the Registration Form. Do not leave small items such as
briefcases, calculators, cameras, laptop computers and cellular phones in unattended booths.
20. GIVE AWAYS/SAMPLES
All Exhibitors are free to provide give-aways and/or product samples at their booths. The number of
delegates/attendees at last year’s event was approximately 450 and we anticipate that number to
increase this year.
21. HOTELS & TAXI SERVICES
Hotels
Hotel
Address
Phone Number
Delta Bessborough
601 Spadina Cres. E
306-244-5521
Hilton Garden Inn
1st Avenue and 22nd St. E
306-244-2311
Parktown Hotel
924 Spadina Cres. E
1-800-667-3999 or 306-244-5564
(Corner of 25th St. and Spadina Cres. E)
Radisson Hotel
405 20th St. E
1-800-333-3333 or 306-665-3322
Saskatoon Inn
2002 Airport Drive
306-242-1440
Sheraton Cavalier
612 Spadina Cres. E
306-652-6770
Taxi Services
Taxi
Phone Number
Blue Line Taxi
306-653-3333
Prestige Taxi
306-657-7777
Saskatoon Radio Cabs
306-242-1221
United Cabs
306-652-2222
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2011 SUPPLIER TRADE SHOW
22. CONTACT LIST
Trade Show Coordinator:
Joanne Borys, C.P.P.
University of Saskatchewan
E150 – 105 Administration Place
Saskatoon, SK S7N 5A2
Phone (306) 966-6713
Fax (306) 966-8342
E-mail: joanne.borys@usask.ca
Trade Show Host Department:
Purchasing Services – Financial Services Division
University of Saskatchewan
E150 – 105 Administration Place
Saskatoon, SK S7N 5A2
Phone (306) 966-6704
Fax (306) 966-8342
E-mail: purchasing.services@usask.ca
23. SMOKING
In accordance with University policy, smoking is prohibited in all university buildings.
24. UNPACKING
During the move-in and move-out times, Exhibitors should unpack crates within their own booth
areas and keep aisles clear for the benefit of all. On May 10th, all booths are to be completely set up
by 9:30 AM and dismantling or packing of goods is to be completed from 4:00 – 6:30 PM the same
day.
THANK YOU
FOR PARTICIPATING IN THE
2011 SUPPLIER TRADE SHOW!
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2011 SUPPLIER TRADE SHOW
Appendix A – Tips for Trade Show Displays
The quality of your trade show displays will make or break your trade show experiences. Exhibitors
new to trade shows tend to focus on the flashy – they want to create trade show displays that will
draw crowds. But that’s not the point.
It’s not the number of people your displays draw that matters, it’s whether or not your display
engages them when they’re there. Use the tips below to create trade show displays that will engage
people and get them interested in your products and services.
 Think neatness and visibility.
Use a display board to hang some of your products at customer eye-level to draw them into your
display. Make sure your booth is organized and tidy; customers will be turned off by messiness or
by having to do too much searching to find what they want.
 Build the impression of demand.
Customers will want your products more if they think they’re in high demand.
 Pull a crowd to your booth.
Use interactive displays, such as quizzes, computer games, contest draws, and demonstrations; it
doesn’t need to be fancy to draw people’s interest and get them to cluster around your booth
rather than the others.
 Have a stock of promotion items that you can use as trade show giveaways.
Small items that people can take away and use (while being reminded about your business) are
best. Be sure you place these items in a location where people will have to walk into or through
your booth to get them.
 Use a prize draw or contest.
Having some kind of prize draw or contest as part of your booth is a great way to collect contact
information from booth visitors. You can give away promotion items to encourage people to
participate.
 Make it easy for booth visitors to get information.
Use signs in your booth to give basic information they might need to know, to save them the
trouble of having to wait to ask when you’re busy with another potential customer.
 Make sure you have plenty of promotional literature on hand.
You’ll want to have a good supply of color fliers and brochure, price sheets and business cards
that you can hand out to visitors so it will be easy for them to find all the information they need
about your business later.
 Be ready to do business.
Be sure to have a good supply of paper, pens, or anything else you need to keep track of
information.
 Have your booth attended at all times.
Someone has to be there to greet browsers, engage them in conversation, and take their
questions. If you can’t be there every minute the trade show is open, you’ll need to have at least
one other person to help in your booth.
 Actively engage booth visitors.
Give people who approach your booth a friendly welcome, and welcome their questions. Be sure
your body language is friendly; don’t stand there with your arms crossed over your chest, for
instance. “Chat” with booth visitors, and find out what aspect of your business they’re most
interested in. Be prepared to offer specific solutions to their questions. The trick is to draw them
in without intimidating or overwhelming them.
 Follow up promptly.
Send out email, regular mail, or make the phone calls to follow up on the contacts and leads you
made during the trade show as soon as possible. The faster you send them out, the more your
business will stand out from the rest.
Trade show displays have to do two things:
They have to be visible and interesting enough to get people over to take a closer look. But once they
get there, you have to make that closer look worthwhile by engaging them with conversation and
information. Do these two things well and trade shows will be an incredible source of contacts and
customers for your business.
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2011 SUPPLIER TRADE SHOW
Appendix B – Shipping Form
The U of S will accept advanced shipments between May 2nd to May 6th. If you plan to pre-ship, please
complete this Shipping Form.
Company Name
Number of Pieces
Description of Items
Dimensions of Boxes
Items shipped to the U of S will be delivered to your booth at the Supplier Trade Show and will be ready to
set up when you arrive. All items must be clearly labelled with company name and boxes clearly marked
as box 1 of 3, box 2 of 3, and so on. Please ensure you ship your items to the following address and that
they arrive at least two (2) business days before the event.
Pre -show shipments must be labeled as follows:
To: (Exhibitor’s Company Name & Contact Name)
2011 U of S Supplier Trade Show
c/o University of Saskatchewan
Facilities Management Division
110 Maintenance Road
Saskatoon SK S7N 5C5
Please Note: If any items shipped exceed the following dimensions: 4 ft H x 2 ft W x 3 ft L, please
contact the Trade Show Coordinator as special shipping arrangements may be required. Hours of
operation are Monday – Friday, 8:30 a.m. – 4:30 p.m.
Only PREPAID shipments will be accepted. The U of S does not accept responsibility for the
security, condition, or safekeeping of any shipments received on the Exhibitor’s behalf.
FOR OUTBOUND SHIPMENTS FOLLOWING THE EVENT:
You will be required to pack, prepay and pre-arrange pickup from the show site, for any outgoing
shipments directly following the Trade Show. Please contact the Trade Show Coordinator if you require
any special arrangements.
IMPORTANT: Ensure your courier is scheduled for next day pick up from the PAC
Attn: Roger Moskaluke, Facilities Manager
T: (306) 966- 1051 / C: (306) 270-7251
University of Saskatchewan
College of Kinesiology Physical Activity Complex (PAC)
Main Gymnasium, 87 Campus Drive
Saskatoon, Saskatchewan, S7N 5B2
Please fax the completed form to: (306) 966-8342
or
email to: purchasing.services@usask.ca
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