Geeked Out! - Vendor Guide & Information
Location: 1701 Woodroofe Ave., Ottawa - Nepean Sportsplex Entrance 4.
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SET-UP / TEAR DOWN:
Set up is from 4pm - 8pm on Friday, March 25th and from 8am - 9:30am on Saturday, March 26th. You are asked to please check in with us first before unloading any of your items. Above, you will see 3 photos of the Nepean Sportsplex. When you arrive, drive around to the back of the building. Use Entrance 4 (seen in 1st photo), go down the stairs and down the hall - you'll find us inside the curling rink surface. Check in with us, find your spot and then you may drive around to the far side of the building to unload your merchandise. Shown in the 2nd photo - when you drive around to the side, you will see a "Delivery" sign. Turn right and immediately to your right is the loading dock. You can park along the medium in the center of the lot, outside the garage door or along the side of the building. Please unload your stuff to the inside of the building and then move your vehicle back to the back parking lot. We need to keep people moving and not taking up space in the limited parking zone closest to the loading dock. Please do not walk all of your items to your spot while your vehicle is parked in the unloading zone.
On Saturday morning, even if you came on Friday night, everyone MUST check in with us to get your vendor package before you head to your booth. All tables/displays must be set up by 9:30 am. There are a few reasons for this! 1.) We will have some customers (approximately 10) 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.
Please know that we do not provide carts - so please come prepared!
Your spot includes ONE (6' x 30" table) and TWO chairs (for extra tables, please see the form at the bottom). Tablecloths are NOT provided, but are encouraged to help dress your spot up and make it look less like a garage sale and more like a professional seller. Your spot (regardless of size) also includes entry to the show for yourself and ONE helper. Anyone else will be required to pay $5.00 admission (per day) at the door.
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. Be mindful of that.
Friday and Saturday overnight: There is overnight security on site and 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 8:30 for anyone who needs to re-stock their booths before the show opens to the public at 10am.
For tear-down: We ask that you please be done by 8:00 pm at the latest on Sunday.
Set up is from 4pm - 8pm on Friday, March 25th and from 8am - 9:30am on Saturday, March 26th. You are asked to please check in with us first before unloading any of your items. Above, you will see 3 photos of the Nepean Sportsplex. When you arrive, drive around to the back of the building. Use Entrance 4 (seen in 1st photo), go down the stairs and down the hall - you'll find us inside the curling rink surface. Check in with us, find your spot and then you may drive around to the far side of the building to unload your merchandise. Shown in the 2nd photo - when you drive around to the side, you will see a "Delivery" sign. Turn right and immediately to your right is the loading dock. You can park along the medium in the center of the lot, outside the garage door or along the side of the building. Please unload your stuff to the inside of the building and then move your vehicle back to the back parking lot. We need to keep people moving and not taking up space in the limited parking zone closest to the loading dock. Please do not walk all of your items to your spot while your vehicle is parked in the unloading zone.
On Saturday morning, even if you came on Friday night, everyone MUST check in with us to get your vendor package before you head to your booth. All tables/displays must be set up by 9:30 am. There are a few reasons for this! 1.) We will have some customers (approximately 10) 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.
Please know that we do not provide carts - so please come prepared!
Your spot includes ONE (6' x 30" table) and TWO chairs (for extra tables, please see the form at the bottom). Tablecloths are NOT provided, but are encouraged to help dress your spot up and make it look less like a garage sale and more like a professional seller. Your spot (regardless of size) also includes entry to the show for yourself and ONE helper. Anyone else will be required to pay $5.00 admission (per day) at the door.
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. Be mindful of that.
Friday and Saturday overnight: There is overnight security on site and 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 8:30 for anyone who needs to re-stock their booths before the show opens to the public at 10am.
For tear-down: We ask that you please be done by 8:00 pm at the latest on Sunday.
COVID Protocols:
Vaccine passports are now a thing of the past. We will not be checking for these amoungst our vendors, volunteers or attendees. Mask mandates are slated to be removed by March 21st. However, all vendors, volunteers and attendees will be required to still wear masks or a face covering, unless medically exempt. After gathering some information from vendors, as well as those running tournaments, we all strongly feel that masks should be still worn. If you feel you the need to remove your mask while you're within your own booth setting up before the public comes in, we won't judge you for that. Just remember to put it back on when shopping the event or stopping and chatting with others. Please do all you can to keep it on while customers are on the showroom floor in order to lead by example.
Vaccine passports are now a thing of the past. We will not be checking for these amoungst our vendors, volunteers or attendees. Mask mandates are slated to be removed by March 21st. However, all vendors, volunteers and attendees will be required to still wear masks or a face covering, unless medically exempt. After gathering some information from vendors, as well as those running tournaments, we all strongly feel that masks should be still worn. If you feel you the need to remove your mask while you're within your own booth setting up before the public comes in, we won't judge you for that. Just remember to put it back on when shopping the event or stopping and chatting with others. Please do all you can to keep it on while customers are on the showroom floor in order to lead by example.
WIFI:
There will be Free wifi which is an open network. For a more secure network with more bandwidth, please approach us when you arrive to set-up and we can give you sign-in details. We will not be able to give you this info over email in advance. This is ONLY for those who require it to run their point of sales from.
PLEASE TAKE NOTE: Rogers cell phones are the ONLY cell phones that do not work within the Nepean Sportsplex. Be prepared if you use that service provider. All other cell services work.
There will be Free wifi which is an open network. For a more secure network with more bandwidth, please approach us when you arrive to set-up and we can give you sign-in details. We will not be able to give you this info over email in advance. This is ONLY for those who require it to run their point of sales from.
PLEASE TAKE NOTE: Rogers cell phones are the ONLY cell phones that do 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.
- 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 a future event. Garbages 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/405644484349264
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" 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 new 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/405644484349264
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" 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 new 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.
Table Requests
The deadline for table requests was Wednesday, March 16th at 12noon - that deadline has passed. If you didn't meet the deadline, you can email us to inquire about tables, but at this point, it is a first come, first serve basis. We only have a few left overs, so we cannot guarantee any extras to anyone else. Please note: EVERY spot, no matter the size, is already guaranteed to get ONE table. Tables are 6' x 2.5'.
Vendor Lunches
The deadline to place an order for vendor lunches has passed. We are excited to say though that Tulips & Maple will be onsite with lunch menus from the spectators lounge (this is right by the front entrance into the curling rink). They will be there for both Saturday & Sunday.
Cheeky Treats will also be on site with snack options (Chocolate bars, candy, gum, etc)
The deadline for table requests was Wednesday, March 16th at 12noon - that deadline has passed. If you didn't meet the deadline, you can email us to inquire about tables, but at this point, it is a first come, first serve basis. We only have a few left overs, so we cannot guarantee any extras to anyone else. Please note: EVERY spot, no matter the size, is already guaranteed to get ONE table. Tables are 6' x 2.5'.
Vendor Lunches
The deadline to place an order for vendor lunches has passed. We are excited to say though that Tulips & Maple will be onsite with lunch menus from the spectators lounge (this is right by the front entrance into the curling rink). They will be there for both Saturday & Sunday.
Cheeky Treats will also be on site with snack options (Chocolate bars, candy, gum, etc)
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 an ATM machine on site near the entrance door.
- 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.
- 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. 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 join our "Vendors only" chat room yet?? If you haven't, please do! Link: vendorchatroom
Have you join 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 the day of for any changes. We'll try to make it obvious when something changes. Anything major though, we will still email everyone!
Thank you and we look forward to seeing you at the event!
Shannon & Patrick
Thank you and we look forward to seeing you at the event!
Shannon & Patrick
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