Tradeshow Sisters Exhibitor/Vendor Guidelines
Ladybug Tradeshow & Christmas Spirit Tradeshow – Stockade Building

• These guidelines are for selected applicants for Tradeshow Sister events: The Ladybug Tradeshow and The Christmas Spirit Tradeshow (at the Stockade Building, Kinetic Park, Swift Current, SK).
• Failure to follow these guidelines may result in not being selected for future shows or removal from the current show with no refund.
• All tradeshow communications will be sent via email to the email address you provided on your application form. Please add TradeshowSisters@gmail.com to your contact list.
• Be sure to follow @tradeshowsisters on Facebook and Instagram for ready made easy to share content.
• The Tradeshow is open to public from 10am-5pm. Admission is $6.
• The facility (front and side doors) will be open from 7:30-9:30am the day of the tradeshow for vendors to set up. All doors will be locked from 9:30-10:00am. The side doors will remain locked throughout the day.
• Night before set up will be available for an additional fee. Vendors will receive more information on this option once selected. You may not enter the building before day of set up if you do not choose this option and pay this fee.
• Out of province Vendors – note if there is a time change.
• Check in at the main entrance with one of the Tradeshow Coordinators (Jenn or Kirby) or tradeshow staff upon arrival by no later than 9:00am. A map will be at the main entrance to guide you to your booth. There will be an info card with a booth number in your booth, please read and return it back to the main entrance.
• Vendors may use the front or side entrances to load and unload. You may park beside the entrances to unload, but do not park directly in front blocking the way for other vendors. After unloading you must move your vehicle out of the main parking that is directly in front of the building – there is vendor parking on the west side of the Stockade parking lot.
• Vendors must be set up by 9:45am and remain set up until 5:00pm.
• Each booth (10 feet deep by 10 feet wide) will be divided by tall curtains along the back and waist high curtains along the sides. If you registered a double booth there will not be a waist high divider curtain between them. Each booth comes with one standard table (8 feet long by 2 ½ feet wide). Everything must be arranged within your booth space in a way that they do not extend outside of your allotted space.
• The tables do not have table coverings, please provide your own tablecloths.
• Chairs will be available in the aisles and front lobby.
• Additional tables purchased with your registration will be in your booth. Extra tables may be available to purchase the day of but cannot be guaranteed unless arranged for ahead of time. You may bring your own tables, if they fit within your space.
• Only display structures as approved by the Tradeshow Coordinators will be allowed and must fit in the provided booth space and not obstruct or impede on neighboring booth spaces or the aisles; if you bring additional display structures the day of the show that were not approved you may be asked to remove them.
• Your display (tables/chairs/displays/merchandise/yourself) cannot extend out of your 10 foot deep booth space or into the isle. 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 to sit or stand within your space.
• Vendors are only allowed to sell the items that were indicated on their application form and as approved by Tradeshow Sisters. Branded direct selling companies can only sell products that are registered under that business name.
• Be sure to keep all of your items inside your provided booth space and keep your space tidy throughout the day. Remove all recycling and garbage from your booth at the end of the day.
• Vendors must stay set up until 5:00pm. You may leave your booth space, but do not pack up, 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. If you have sold out, sit back and smile :).
• Vendors may start to take down after 5:00pm and must be out of the building by 6:30pm. If you require more time to be completely out of the building, please contact Tradeshow Sisters beforehand to discuss the additional fees associated with being in the building after 6:30pm.
• Each booth comes with one vendor pass. Additional vendor passes can be purchased with your acceptance or at the door the day of the show.
• Your receipt will be on your table in your booth the day of the tradeshow.
• WiFi is available but its reliability cannot be guaranteed (so keep this in mind if you plan on using it for debit/credit machines). WiFi password will be on your receipt that day.
• Power is available for each booth. Be sure to bring extension cord(s) as the plug may be several booths away from yours. Your booth may have a power pedestal in it, please be prepared for this in case the structure is in your display.
• A concession will be open for coffee and food prior to the show starting, as well as all day.
• Helium balloons are not allowed in your display unless approved by the tradeshow coordinators ahead of time.
• Tape is not allowed on the floors.
• Please provide business name signage at your booth.
• You may do a free prize, draw or giveaway at your booth. You may not do a raffle or sell tickets at your booth unless you have the proper license from SLGA and you have prior approval from Tradeshow Sisters.
• Soliciting/advertising of non Tradeshow Sister events at the tradeshow is not allowed. If people are advertising or selling items or events in the isles please let tradeshow staff know.
• You must only sell your products and services within your purchased booth space, you may not walk around in the isles and sell your products and services.
• FOOD VENDORS – Vendors who are directly handling potentially hazardous food or processing food products at their booths (cutting or slicing product, cooking, etc.) will need to fill out the Temporary Food Event Vendor Application form and have it on hand at the tradeshow. It also contains some additional information on requirements for booths offering food products and performing processing.
• If for any reason you are unable to attend, you may find someone to work your booth (the business that was selected based on information on your application form) on your behalf or cancel with no refund. You cannot “transfer” your booth to someone else, all communication must still come from you and will go to you. Fees will not be refunded except in exceptional circumstances at the discretion of Tradeshow Sisters
• As a vendor it is important to share the Tradeshow information correctly to ensure that customers attend the correct show to shop at your booth. Use the Tradeshow Facebook event link and tag @tradeshowsisters on Instagram to help spread the word.
• It is expected that vendors promote Tradeshow Sisters events in a positive and professional manner. If you have any suggestions, comments or concerns you can express them directly to the Tradeshow Sisters event coordinators. Verbal abuse, attitude and sass will not be tolerated.
• Throughout the day you can find the tradeshow coordinators, Kirby at the Prairie Soul booth or Jenn at the Match Candle booth, or you may go to the front entrance desk and ask the tradeshow staff to locate us.
• All vendors and helpers will be asked to follow any current Government of Saskatchewan and/or City of Swift guidelines at the time of the show.