Geeked Out! - Vendor Guide & Information
Location: 1701 Woodroofe Ave., Ottawa - Nepean Sportsplex Entrance 4.
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SET-UP:
Set up is from 3pm - 9pm on Friday, September 30th and from 7:30am - 9:30am on Saturday, October 1st.
There is 2 ways to load in.
1.) Loading Dock: When you arrive to the Nepean Sportsplex, drive around to the back of the building. Turn right. Drive through the back parking lot to the end where you will find a roadway that runs along the left handside of the building. Turn right. Drive until you see the "Delivery" sign. To your immediate right is the parking lot where the large loading doors will be (see photos 2 and 3 above). If this is where you choose to unload, you will need to park and check in with one of us before unloading anything. You will be asked which vehicle (and license plate) is yours and asked to unload everything into your booth space and then move your vehicle. Very important: DO NOT leave your vehicle in the loading zone. Once it is empty, we ask you to then drive it around to the back parking lot. Equally as important: we can only allow SIX vehicles at a time in the loading zone, so please be patient and allow yourself plenty of time for loading in (keeping in mind you will likely need to wait your turn). Please have patience with our volunteers and fellow vendors. Any issues, please direct them to Shannon or Patrick. We promise to deal with it as soon as we can!
2.) Front Entrance: If you have a smaller set-up and choose to use the front entrance, please note that you will go through Entrance 4 at the back of the building (as shown in photo 1 above). Go straight, down the stairs, through the double doors. The show entrance is on the left. You will find your spot and unload (no need to check in with us unless you have a question).
Important to note: Absolutely NO ONE will be allowed into the event hall before 3pm on Friday! Please do not knock on the doors - we will not be opening up for anyone. Please keep this in mind when planning your load-in.
Saturday morning set-up: All tables/displays must be set up by 9:30 am (if you're doing some last minute touch-ups, no problem). There are a few reasons for this! 1.) We will have some customers (approximately 12-20) who will be allowed to shop the event before the general public, so please be ready. 2.) This will give us time to walk the aisles and make sure everyone is ready and all things are clear from the aisles - this is imperative because if we have to have anything moved, we do not want a delay in opening up to the public. 3.) From our experience, it sets for a less stressful opening if everyone is ready to go well in advance and you can have a chance to then shop from the other vendors before the public comes in.
Anyone who has not arrived to set-up their booth by 9:30am on Saturday, will have to report to the admission desk. From there we will see if it's feasible to allow you to come in and set-up. The loading dock doors will close by 9:30am!
Please know that we do not provide carts - so please come prepared! I know at previous events there happened to be some from the event venue that vendors were able to use, but we cannot guarantee that will be the case with all of our events, so no promises - again, please come prepared.
8' x 10' and 10' x 10' spaces: Each spot includes ONE (6' x 30") table and ONE chair. Every vendor will receive TWO passes to enter the show for yourself and ONE helper.
10' x 15' spaces: Your spot includes TWO (6' x 30") tables and ONE chair and TWO passes to enter the show for yourself and ONE helper.
If you ordered & paid for extra tables, they will be delivered to your spot before you come to set-up. If you have decided you would like another table, please let us know. Cost is $10 each (HST included) and must be paid for on or before September 28th.
Extra chairs will be available onsite on a first come, first serve basis. Please ask a volunteer and we will get one for you.
If you need more than 2 passes to enter the show, you will be required to pay $5 each day (payment to be made at the admission desk only).
Tablecloths are not provided, but are encouraged to help dress up your spot up and makes you look less like a garage sale and more like a professional seller.
Please note: your spot will be marked out before you arrive - there is NO space in between the booth spaces, so be mindful of how you set up your booth and how you will be able to get in and out of it. Those on the outside perimeter of the rink surface will have a 3 foot wide walkway behind your booth. This is NOT for customers to use. You may stand, sit or run extension cords along this space, but please do not put any empty boxes or overstock. This is also a pathway for vendors to use to get to and from their booths. Please be mindful of that.
Friday and Saturday overnight: There is no overnight security on site (with exception of Nepean Sportsplex staff, but they are not deemed as security). However, we will be the last to leave after all vendors are gone (and will make sure that the doors are locked behind us). No one will get into the space until we arrive in the morning. Your items will be secure overnight, but we do suggest draping a drop cloth, tablecloth or bedsheet over your stuff. It lets us and other vendors know that you have gone home for the night so if there is anything anyone wants to buy, they have to see you in the morning.
SUNDAY RESTOCK:
We will be in the space by 8:30am for anyone who needs to re-stock their booths before the show opens to the public at 10am. The loading dock door will close by 9:30am. NO ONE is to leave their vehicles in the loading zone on Sunday thinking you will get ahead of the "loading out" rush. We will ask you to move your vehicle. No exception to this please.
VENDOR PACKAGES:
On your table will be an envelope with your name and booth number on it! Please do not discard this envelope or put it away for when you get home after the event! Inside will be your receipt, some last minute reminders about the event AND a pre-registration form for our 2023 dates. If you have any questions about any of the info you find in your envelope, please come and see me or send me a text (phone number at the bottom of this vendor guide) and I'll come around to talk with you.
LOAD OUT:
First important rule - do not pack up before 4pm thinking you will beat the rush at the loading dock. You may start tearing down at 4pm. Second, do NOT move your vehicle to the loading dock early thinking you will beat the rush at the loading dock. We will have the space barricaded off and you will need a pass from us to enter the loading zone. Equally as important: Absolutely NO carts or dollies allowed in the event space until all attendees have left the showroom floor. This is for safety reasons and insurance liabilities. This doesn't mean you can't start to pack up while attendees are leaving. Just can't have carts on the floor until they are gone.
Last and probably the most important: Pack up your booth fully. Once you are packed up, get a loading zone pass from a volunteer (there will be ONE person at the loading dock ready to give you a pass). Only 6 of them can be given at one time, so please be patient. Once you have a pass, drive around to the loading dock, load up and then give your pass back to one of the volunteers for the next vendor to have. This is hoping that we will have an easier, stress free load out.
None of the above applies if you are using the front entrance to load out, except you are not allowed to tear down until 4pm!
Please plan to be loaded out no later than 8pm on Sunday.
Set up is from 3pm - 9pm on Friday, September 30th and from 7:30am - 9:30am on Saturday, October 1st.
There is 2 ways to load in.
1.) Loading Dock: When you arrive to the Nepean Sportsplex, drive around to the back of the building. Turn right. Drive through the back parking lot to the end where you will find a roadway that runs along the left handside of the building. Turn right. Drive until you see the "Delivery" sign. To your immediate right is the parking lot where the large loading doors will be (see photos 2 and 3 above). If this is where you choose to unload, you will need to park and check in with one of us before unloading anything. You will be asked which vehicle (and license plate) is yours and asked to unload everything into your booth space and then move your vehicle. Very important: DO NOT leave your vehicle in the loading zone. Once it is empty, we ask you to then drive it around to the back parking lot. Equally as important: we can only allow SIX vehicles at a time in the loading zone, so please be patient and allow yourself plenty of time for loading in (keeping in mind you will likely need to wait your turn). Please have patience with our volunteers and fellow vendors. Any issues, please direct them to Shannon or Patrick. We promise to deal with it as soon as we can!
2.) Front Entrance: If you have a smaller set-up and choose to use the front entrance, please note that you will go through Entrance 4 at the back of the building (as shown in photo 1 above). Go straight, down the stairs, through the double doors. The show entrance is on the left. You will find your spot and unload (no need to check in with us unless you have a question).
Important to note: Absolutely NO ONE will be allowed into the event hall before 3pm on Friday! Please do not knock on the doors - we will not be opening up for anyone. Please keep this in mind when planning your load-in.
Saturday morning set-up: All tables/displays must be set up by 9:30 am (if you're doing some last minute touch-ups, no problem). There are a few reasons for this! 1.) We will have some customers (approximately 12-20) who will be allowed to shop the event before the general public, so please be ready. 2.) This will give us time to walk the aisles and make sure everyone is ready and all things are clear from the aisles - this is imperative because if we have to have anything moved, we do not want a delay in opening up to the public. 3.) From our experience, it sets for a less stressful opening if everyone is ready to go well in advance and you can have a chance to then shop from the other vendors before the public comes in.
Anyone who has not arrived to set-up their booth by 9:30am on Saturday, will have to report to the admission desk. From there we will see if it's feasible to allow you to come in and set-up. The loading dock doors will close by 9:30am!
Please know that we do not provide carts - so please come prepared! I know at previous events there happened to be some from the event venue that vendors were able to use, but we cannot guarantee that will be the case with all of our events, so no promises - again, please come prepared.
8' x 10' and 10' x 10' spaces: Each spot includes ONE (6' x 30") table and ONE chair. Every vendor will receive TWO passes to enter the show for yourself and ONE helper.
10' x 15' spaces: Your spot includes TWO (6' x 30") tables and ONE chair and TWO passes to enter the show for yourself and ONE helper.
If you ordered & paid for extra tables, they will be delivered to your spot before you come to set-up. If you have decided you would like another table, please let us know. Cost is $10 each (HST included) and must be paid for on or before September 28th.
Extra chairs will be available onsite on a first come, first serve basis. Please ask a volunteer and we will get one for you.
If you need more than 2 passes to enter the show, you will be required to pay $5 each day (payment to be made at the admission desk only).
Tablecloths are not provided, but are encouraged to help dress up your spot up and makes you look less like a garage sale and more like a professional seller.
Please note: your spot will be marked out before you arrive - there is NO space in between the booth spaces, so be mindful of how you set up your booth and how you will be able to get in and out of it. Those on the outside perimeter of the rink surface will have a 3 foot wide walkway behind your booth. This is NOT for customers to use. You may stand, sit or run extension cords along this space, but please do not put any empty boxes or overstock. This is also a pathway for vendors to use to get to and from their booths. Please be mindful of that.
Friday and Saturday overnight: There is no overnight security on site (with exception of Nepean Sportsplex staff, but they are not deemed as security). However, we will be the last to leave after all vendors are gone (and will make sure that the doors are locked behind us). No one will get into the space until we arrive in the morning. Your items will be secure overnight, but we do suggest draping a drop cloth, tablecloth or bedsheet over your stuff. It lets us and other vendors know that you have gone home for the night so if there is anything anyone wants to buy, they have to see you in the morning.
SUNDAY RESTOCK:
We will be in the space by 8:30am for anyone who needs to re-stock their booths before the show opens to the public at 10am. The loading dock door will close by 9:30am. NO ONE is to leave their vehicles in the loading zone on Sunday thinking you will get ahead of the "loading out" rush. We will ask you to move your vehicle. No exception to this please.
VENDOR PACKAGES:
On your table will be an envelope with your name and booth number on it! Please do not discard this envelope or put it away for when you get home after the event! Inside will be your receipt, some last minute reminders about the event AND a pre-registration form for our 2023 dates. If you have any questions about any of the info you find in your envelope, please come and see me or send me a text (phone number at the bottom of this vendor guide) and I'll come around to talk with you.
LOAD OUT:
First important rule - do not pack up before 4pm thinking you will beat the rush at the loading dock. You may start tearing down at 4pm. Second, do NOT move your vehicle to the loading dock early thinking you will beat the rush at the loading dock. We will have the space barricaded off and you will need a pass from us to enter the loading zone. Equally as important: Absolutely NO carts or dollies allowed in the event space until all attendees have left the showroom floor. This is for safety reasons and insurance liabilities. This doesn't mean you can't start to pack up while attendees are leaving. Just can't have carts on the floor until they are gone.
Last and probably the most important: Pack up your booth fully. Once you are packed up, get a loading zone pass from a volunteer (there will be ONE person at the loading dock ready to give you a pass). Only 6 of them can be given at one time, so please be patient. Once you have a pass, drive around to the loading dock, load up and then give your pass back to one of the volunteers for the next vendor to have. This is hoping that we will have an easier, stress free load out.
None of the above applies if you are using the front entrance to load out, except you are not allowed to tear down until 4pm!
Please plan to be loaded out no later than 8pm on Sunday.
WIFI:
There will be Free wifi onsite. You will just need to log-in as a guest. No password necessary. If you are having an issue with logging in, please see someone at the admission desk for help.
PLEASE TAKE NOTE: Rogers cell phones is the ONLY cell phone provider that does not work within the Nepean Sportsplex. Be prepared if you use that service provider. All other cell services work.
There will be Free wifi onsite. You will just need to log-in as a guest. No password necessary. If you are having an issue with logging in, please see someone at the admission desk for help.
PLEASE TAKE NOTE: Rogers cell phones is the ONLY cell phone provider that does not work within the Nepean Sportsplex. Be prepared if you use that service provider. All other cell services work.
GENERAL RULES / INFORMATION
- Out of courtesy of the other vendors, the organizers and shoppers, we ask that you do NOT pack up early.
- For those who have requested electricity - please come prepared with an extension cord and power bar. Electricity is only available to those on the outside perimeter. We apologize but we cannot run extensions over the aisles where customers will be walking. If electricity is a must for your set-up, please make sure to book a spot on the outside perimeter for any future events.
- Absolutely NOTHING can go outside of your booth so that it does not impede on the aisles or where it could create a tripping hazard.
- Garbage - please keep your booth clean of garbage. Do NOT leave any garbage behind after the event is over. This includes zipties used for displays (we've had a large issue with that in the past). Anyone leaving garbage behind at all will simply not be asked back to future events. Garbage and recycling cans will be on site and easily accessible. Please take empty boxes home with you - do not leave them for the Nepean Sportsplex (or us) to deal with.
ADVERTISING:
Like all shows and events, we can never predict the outcome of our shows or how many people will walk through the door. While it is our job as show promoters to advertise the event, we also ask our vendors to do the same. Below is a link to our event page. By now, you should have already seen it, but we are asking for EVERYONE to please share it and invite your friends, family, customers & neighbours.
https://www.facebook.com/events/397087442363849
Also, if you haven't seen yet, we have been doing vendor highlights with custom graphics suited to your business on our event page. Please feel free to find yours and share it on your social media accounts. We have also added them to our website, under "exhibitors 2022" with links back to your website, etsy store or Facebook page (provided you gave us a link to one). If you don't see your ad yet, don't worry. These are scheduled to be posted daily until a few days prior to the event!
At the bottom of this page, you will find both a French and English poster - these are sized to be used on both Facebook and Instagram. Please save them and share them around. Below the posters you will find the finalized floor plan and a list of exhibitors. A FUN trend with exhibitors is to add a circle around your space and draw an arrow on how to get from the entrance to your spot. It's a fun way to show your excitement to your customers and how they can literally make a beeline to you! If you don't know your spot number, please see the list of exhibitors right below the floor plan.
Like all shows and events, we can never predict the outcome of our shows or how many people will walk through the door. While it is our job as show promoters to advertise the event, we also ask our vendors to do the same. Below is a link to our event page. By now, you should have already seen it, but we are asking for EVERYONE to please share it and invite your friends, family, customers & neighbours.
https://www.facebook.com/events/397087442363849
Also, if you haven't seen yet, we have been doing vendor highlights with custom graphics suited to your business on our event page. Please feel free to find yours and share it on your social media accounts. We have also added them to our website, under "exhibitors 2022" with links back to your website, etsy store or Facebook page (provided you gave us a link to one). If you don't see your ad yet, don't worry. These are scheduled to be posted daily until a few days prior to the event!
At the bottom of this page, you will find both a French and English poster - these are sized to be used on both Facebook and Instagram. Please save them and share them around. Below the posters you will find the finalized floor plan and a list of exhibitors. A FUN trend with exhibitors is to add a circle around your space and draw an arrow on how to get from the entrance to your spot. It's a fun way to show your excitement to your customers and how they can literally make a beeline to you! If you don't know your spot number, please see the list of exhibitors right below the floor plan.
Food on site:
Update: We have been told that Tulips and Maple will be open during the event days and hours. I have not been given their menu yet, but generally it is wraps, hamburgers and hot dogs, plus some snacks and drinks. You are allowed to bring in food from home or have someone drop off something for you. If you are ordering using a service like Uber Eats, please make sure it is pre-paid and give them your booth number and bring it to our admission desk. We will have a volunteer make sure it gets brought to your booth. For easy reference, your booth number is at the bottom of this vendor guide.
Cheeky Treats will also be on site with snack options
Update: We have been told that Tulips and Maple will be open during the event days and hours. I have not been given their menu yet, but generally it is wraps, hamburgers and hot dogs, plus some snacks and drinks. You are allowed to bring in food from home or have someone drop off something for you. If you are ordering using a service like Uber Eats, please make sure it is pre-paid and give them your booth number and bring it to our admission desk. We will have a volunteer make sure it gets brought to your booth. For easy reference, your booth number is at the bottom of this vendor guide.
Cheeky Treats will also be on site with snack options
Have a plan! Be prepared! Be successful!
As a fellow vendor who has participated at many events and being in this business (a reseller) for over 20 years, we know a thing or two about how to make an event a success. This is coming from the vending side of things (not as an event promoter). Here are some tips that you might find helpful!
As a fellow vendor who has participated at many events and being in this business (a reseller) for over 20 years, we know a thing or two about how to make an event a success. This is coming from the vending side of things (not as an event promoter). Here are some tips that you might find helpful!
- Pack an event bin. This bin should have things like pens, a notebook, cashbox or apron/money belt, bags for customer purchases, business cards, markers, tape, scissors, etc.
- Do you only accept cash? If you currently do, you should look into getting a square reader. These little devices are simply amazing and you can easily accept credit cards and debit on them. More info can be found on their website (link above if you click on "square") to determine which reader would work best for you. Seriously - this can make things SO much easier and you will be guaranteed to get more sales if people don't have to rely on just cash. Backup plan though - there will be ATM machines on site near the entrance & exit doors.
- Do not overcrowd your tables with stuff on top of stuff. Often we see vendors just pile their stuff like crazy in their booths but this tends to look like clutter to a customer and can be overwhelming for both you and them. Make a clear path for customers to access your booth and your merchandise. Consider using collapsible shelving as an alternative - this saves on floor space and adds an option to bring things up to the eye levels of most of your customers. These are what we use: https://www.walmart.ca/en/ip/5-level-plastic-shelving-system-black/6000016938242 If you require any help at all with your set-up or to get some ideas, we are available to give you some help or suggestions.
- One of the most important pieces of advice we can give to any vendor - do NOT sit there looking on your phone. Personally I know we can be guilty of this, but normally it's always us doing work (because when we are away from our office, our phones are how we access our inventory, social media, emails and website). But to a customer, you look bored and like you are ignoring them. Engage with your customers. We recently attended an event where we offered a customer a bag to carry the items they bought from someone else and just because we did, he bought stuff from us - and it helped that we freed up his hands a bit too. Small gestures can leave a mark on your customers and they'll remember you by it.
- Price your items!!! This really should be the 1st thing on the list as it's one of the biggest pet peeves we have as a buying customer!! In the long run, this saves you time! Price your items with simple stickers you can purchase at Dollarama, Staples or even from Amazon! From experience (from the buyers side of things) - if we have to ask you for a price on more than 1 thing in your booth, we won't even bother shopping or spending with you. We will move to the next booth.
- There is a lot more to running a business then just selling at an event. Market yourself. Plan on having business cards on hand and give them to everyone who buys from you (or even those who don't). These can lead to future sales after the event is over. How many times have you tucked a business card away and later found it and remembered you needed to follow up with that person? Trust us - it happens a LOT! Vistaprint will be your best friend for ordering business cards. If you're planning on being in other events, tell your customers about this and how they can find you after Geeked Out is over. This can simply be done up as flyers you hand out to people.
Join The Chat:
Have you joined our "Vendors only" chat room yet?? If you haven't, please do! Link: vendorchatroom
Have you joined our "Vendors only" chat room yet?? If you haven't, please do! Link: vendorchatroom
Final reminder. Because this vendor guide is done through our website, we can easily make changes as we go or as they arise without having to email everyone EVERY single time something comes up. So, remember to check in with this link (bookmark / save it) closer to Geeked Out for any changes. We will highlight things in RED so you can easily scroll down to see what has been changed or added. Anything major though, we will still email everyone!
If anyone needs Shannon or Patrick during the event (or set-up), the fastest way to reach us is to send a text or Facebook message. Emails do not come through on our phones unless we think to check them. If sending a text, please tell us which business you registered with (or your name) and what booth number you are. One of us will respond or come see you. 613-451-1979
Thank you and we look forward to seeing you at the event!
Shannon & Patrick
If anyone needs Shannon or Patrick during the event (or set-up), the fastest way to reach us is to send a text or Facebook message. Emails do not come through on our phones unless we think to check them. If sending a text, please tell us which business you registered with (or your name) and what booth number you are. One of us will respond or come see you. 613-451-1979
Thank you and we look forward to seeing you at the event!
Shannon & Patrick
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