THIS NEWSLETTER WAS SENT OUT ON LABOR DAY WEEKEND:
Dear Exhibitor: Let me welcome you to the growing list of businesses who will be involved with Livin’ It Up-2010! We are delighted to have your participation and we are very excited about this year’s event. Again this year, Mainline Expo of King of Prussia, PA will provide professional eight by ten foot “pipe and drape” booths for each exhibitor. All booths will have a skirted eight foot table, two chairs and electricity to the back of the booth. We ask that you bring hooks and chain or string to hang banners and signs. Tape, pins, staples, velcro, etc. are not allowed on the drapes. You are free to rearrange your booth in any way you like as long as it does not block the flow of traffic or affect your neighbors on either side. You should plan to set up your booth on Friday evening, October 1st between 6 and 9 p.m. The gym will be locked at 9 p.m. and only University Security will have access to the exhibit area. The doors will be opened to exhibitors on Saturday at 8:00 a.m. and a continental breakfast will be supplied by Valley Health and The River 95.3. The doors will open to the public promptly at 10 a.m. All vendors are expected to keep their booths operating and staffed until 4 p.m. Everything must be removed from the gym by 6 p.m. On Friday evening and Saturday morning, please remember to load and unload in front of Shingleton Gym as quickly as possible and do not leave cars unattended. Due to insurance regulations, the staff of Valley Health and Oldies Radio 95.3 will not be able to assist with loading and unloading or with setting up booths. Please call me or send an email with your questions. I can be reached from 9 to 5, Monday through Friday at (540) 856-8492 or at kmiller@shentel.net. We look forward to your participation in Livin’ It Up-2010! Sincerely, Kemp Miller Event Coordinator
THIS NEWSLETTER WAS SENT OUT ON SUNDAY, SEPT. 12th
9/13/2010 To: Livin’ It Up-2010 Exhibitors Fr: Kemp Miller, Event Coordinator Re: 2 Weeks From This Friday! Time is flying by and we hope you are looking forward to Livin’ It Up-2010 as much as we are! The event is scheduled for Saturday, October 2,nd in the air-conditioned Shingleton Gym at Shenandoah University. Doors will open to the public at 10 a.m. and will close at 4 p.m. We are anticipating more exhibitors, more visitors and more fun again this year. As you plan for your booth, staffing, giveaways and door prizes, please keep the following in mind (I especially call your attention to items 7, 8 and 9 below):
1) Set-up is 6 p.m. to 9 p.m. on Friday evening, October 1st. We strongly encourage you to set up your booth on Friday evening, however, the doors will open for exhibitors on Saturday at 8:00 a.m.
2) Continental breakfast will be provided by Valley Health and Oldies 95.3 on Saturday.
3) Tear-down does not begin until 4 p.m. NO EXHIBITOR SHOULD BEGIN PACKING UP UNTIL 4 P.M.
4) Parking in front of the gym is limited. Please unload as quickly as possible and move your car to the parking garage adjacent to Shingleton Gym. Because of insurance regulations, our staff members will not be able to assist with unloading, set-up, etc.
5) Your booth will be a professionally constructed “pipe and drape” booth with a skirted table. Pins, tape, velcro, etc., are not allowed on the drapes. Signs, banners, etc., must hang from the pipe that supports the back of the booth.
6) Electricity will be supplied to the back of your booth. Please bring plug-blocks and/or extension cords to get power to the table.
7) Door Prizes bring people to your booth. A door prize valued at $75 or more is something our exhibitors agree to as part of their participation. You are responsible for bringing registration slips, a bowl or basket for collecting registrations and your door prize should be displayed, if possible.
8) Drawings for Door Prizes will be done on the PA system in the gym between 3 and 4 p.m. You are responsible for seeing that the winner of your door prize is notified.
9) We encourage the awarding of additional door prizes. Those drawings can come from the same bowl/basket and again, you will be responsible for notifying the winners and arranging for pickup or delivery.
Your account executive from Oldies 95.3 will be happy to help with any questions you might have, and you are invited to call me any time between 9 a.m. and 5 p.m. daily. If I am not in, please leave a message. My number is (540) 856-8492 and my e-mail address is kmiller@shentel.net. I check e-mail several times each day and on weekends, if that’s more convenient for you. The important thing is to ask if you have questions.
This Newsletter was sent out on Sunday, September 26th
Dear Exhibitor:
This will be our final “scheduled” communication before the big event on
Saturday, October 2nd from 10 a.m. to 4 p.m. at Shingleton Gym at Shenandoah University!
To re-cap the particulars:
1) Set up is Friday, 10/1 from 6 p.m. to 9 p.m. Please do not come prior to 6 p.m.
2) The doors will open for exhibitors on Saturday at 8:00 a.m.
3) The doors will open to the public at 10 a.m. and the show ends at 4 p.m. Exhibitors should plan to keep their booths operating and staffed until 4 p.m.
4) Parking in front of the gym is limited. Please load and unload as quickly as possible. Please do not leave cars unattended. NOTE: You can park in the new parking garage and come in the “back” door of the gym. We will have plenty of signs to guide you.
5) Due to insurance regulations, the staffs of Valley Health and The River 95.3 will not be able to assist with loading, unloading and setting up of booths. Please bring help.
6) Your professionally constructed pipe and drape booth will have a skirted table and two chairs. You are free to re-arrange your booth, but please be considerate of others.
7) Pins, tape, Velcro, etc., are not allowed on the drapes. Signs, banners, etc., must hang from the pipe that supports the back of the booth using hooks.
8) Electricity will be supplied to the back of your booth. You should bring extension cords, plug blocks, etc. to get the power to your table or display.
9) Name tags will be provided, so if you have not sent us names of people staffing your booth, please do so today.
10) Food: The River 95.3 and Valley Health will supply a continental breakfast on Saturday morning, we will have pizza for lunch and snacks in the afternoon.
11) About 3:00 p.m., we will begin drawing for door prizes. Our announcer will come to your booth, do the drawing “live” on the PA system and move on to the next booth. It will be your responsibility to notify the winner of your door prize.
12) IMPORTANT NOTES: The event staff reserves the right to make decisions on situations that arise and are not covered in these newsletters. The decision of the staff is final. We are sorry, but there can be no changing of booth assignments.
WE LOOK FORWARD TO SEEING YOU FOR LIVIN’ IT UP-2010!
SOME SUGGESTIONS FOR A MORE SUCCESSFUL EVENT
1) Coach the people staffing your booth to wear their best smiles and bring their most out-going personalities!
2) Pay attention to people as they approach your booth and invite them to chat.
3) Please do not leave your booth unattended or rely on your neighbors to watch your booth. Have help available.
4) Wear comfortable shoes.
5) Note: Wireless Internet service is available on the campus of Shenandoah University and may be available in the gym, however, due to the set-up for the event, signals may not always be reliable.
6) Before you come to the event, make sure you have the following:
7) Signs and banners
8) Giveaways and freebies, handouts, etc.
9) A container for door prize registration slips
10) Door prize registration slips
11) Pens and/or pencils for registrants
12) Lots of business cards
13) Note paper, order pads, etc.
14) Your appointment book
15) Power strips and extension cords
16) Your cell phone or change for the pay phone
17) A camera
18) Tape, scissors, hooks (remember, nothing attached to the drapes)
Finally, after 9 a.m. on Friday, September 21st, I can be reached at (540) 671-0456 or through The River 95.3. Please let me know if you have any questions or concerns.
We are excited about this year’s event and look forward to having you with us!
