Event Guidelines – Tradeshows

Tradeshow Sisters Exhibitor Guidelines

Ladybug Tradeshow & Christmas Spirit Tradeshow
Stockade Building – Kinetic Park, Swift Current, SK

These guidelines apply to all selected vendors for Tradeshow Sisters events.
Failure to follow them may result in removal from the current show without refund and/or not being accepted to future events.

Communication & Promotion

  • All event communication is sent to the email used on your application. Add TradeshowSisters@gmail.com to your contacts.
  • Follow @tradeshowsisters on Facebook & Instagram for ready made and easy-to-share promo posts.
  • The tradeshow is open to the public 10:00 AM – 5:00 PM. Admission is $7.
  • As a vendor it is important to share the correct event info to ensure that customers have the right info to attend and shop with you. official Facebook event link and tag @tradeshowsisters.
  • Vendors are expected to promote Tradeshow Sisters events positively and professionally. Suggestions and concerns should be directed to the Tradeshow Sisters event coordinators. Verbal abuse or disrespect will not be tolerated.

Arrival, Parking & Setup

  • Vendor setup: 7:30 AM – 9:30 AM (event day). Front and available side doors will be unlocked.
  • Doors locked 9:30–10:00 AM. Side doors remain locked all day.
  • Optional Friday evening setup available for a fee (details provided after selection). You can not enter the building before your registered and scheduled setup time.
  • Out-of-province vendors: note any time change.
  • A map of vendor booths will be emailed out the week of the tradeshow. Unsure of booth location? Visit the front entrance desk.
  • Park and unload near your closest entrance, do not park directly in front of any door. Unload, move your vehicle if needed, then proceed with set up. Vendors and helpers cannot park in the main parking lot – vendor parking is available along the south and west side of the building, or directly west of the main parking lot.
  • A Booth # card will be on your table. Check in and exchange it at the front desk to check in during set up for your pre-paid vendor wristbands anytime before 9:00 AM. All vendors must have checked in by 9:00 AM the day of the Tradeshow.
  • Your receipt (with WiFi password) and an info sheet will be on your table in your booth.

Booth & Display Rules

  • Individual booth size: 10’ x 10’ and are divided by tall curtains along the back and waist high curtains along the sides (double booths are 10 x 20 and have no middle divider). Each booth includes one 8’ table  (8 ‘ long by 2.5’ wide)
  • All displays, tables, chairs, merchandise, and staff must remain within your booth space – nothing may extend into aisles or impede your neighboring booths. If you are running your tables to the front edge of your booth you will need to make sure there is space in your booth for you and your staff to sit or stand within your space
  • Tables do not include coverings, please provide your own tablecloths.
  • Chairs available in aisles/lobby.
  • Purchased tables will be in your booth. Extra tables may be available to purchase day-of, but not guaranteed. You may bring your own tables if they fit.
  • Only pre-approved large display structures are permitted.
  • Keep booths tidy. Remove garbage/recycling at day’s end.
  • Please provide your own business name signage at your booth.
  • Tape not allowed on floors.
  • Helium balloons not permitted unless pre-approved.

Selling Rules

  • You can only sell products as approved on your original application.
  • Direct sales reps may only sell products under that registered business.
  • No aisle selling – stay within your booth.
  • Free draws/giveaways allowed.
    Raffles or ticket sales require SLGA license and prior approval from Tradeshowsisters (no aisle selling – stay within your booth) .
  • Promotion or solicitation of events not organized by Tradeshow Sisters is not permitted. Vendors may not solicit other vendors or advertise outside events during Tradeshow Sisters event. If people are advertising or selling items or events in the isles please let tradeshow staff know.

Event Hours & Tear Down

  • Must be set up by 9:45 AM and remain set up until 5:00 PM.
  • Do not pack up early (even if sold out). Do not take down or remove anything out of your booth space until after 5:00pm. This is a required courtesy to not be disruptive to our shoppers and other vendors.
  • Tear-down begins after 5:00 PM. Must be out by 6:30 PM.
    Need more time? Contact us in advance to arrange (fees apply).

Vendor Passes

  • Each booth includes one vendor pass (double booths include two). Additional passes are available for pre-purchase with your registration or during set-up time at a discounted admission price.
  • Any helpers in the building between 9:45 AM and 5:00 PM on the day of the tradeshow must have a vendor pass/wristband.
  • Helpers arriving after 9:45 AM who do not have a wrist band must pay admission.

Vendor Packages

  • Each vendor will receive a vendor package. Please review it, as it contains thoughtful gifts and important information, some of which are valid only on the day of the show.
  • Vendors are welcome to include a promotional item in these packages at no cost to promote their business. Examples include a product sample, coupon, discount offer, business card, pamphlet, pen, candy, or similar small item. Participation is optional. If you choose to contribute, please provide approximately 105 items (one per vendor bag) no later than one week before the event. More details will be sent via email.

Power, WiFi & Amenities

  • WiFi available but not guaranteed (plan accordingly for card machines). Password on your receipt.
  • Power available; bring extension cords. A power pedestal may be a few booths down or the pedestal may be inside your booth, please be prepared for this in your set up.
  • Concession open for coffee and food before and during the show.
  • Bathrooms are located in the front lobby.

Attendance & Cancellations

If you cannot attend, someone may work your booth on behalf of your approved business only. Booths cannot be transferred. Fees are non-refundable.

Finding Us

During the event, find Tradeshow Sisters staff:

  • Kirby at Prairie Soul Accessories + Apparel booth
  • Jenn at Match Candle Co. booth
  • or ask tradeshow staff at the front desk.

Food Vendors

Vendors handling or processing potentially hazardous foods must complete the Temporary Food Event Vendor Application and have it onsite.

Public Health

All vendors and helpers must follow any current Government of Saskatchewan or City of Swift Current guidelines in effect at the time of the show.