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Summer Bridal Show
2009 Booth Information, Agreement & Application
The Summer Bridal Show will be held at The Mansion at Oak Hill on Sunday, June 28, 2009 from 3:30-7:30 p.m. Enjoy "An Evening at the Mansion" while networking & showcasing your company's products and services during this upscale bridal event.
Location: The Mansion at Oak Hill 5801 East 116th Street Carmel, IN 46033
Fee: $300 for a single booth, $550 for a double booth. Once your application
is received and reviewed, you will be e-mailed an invoice to officially reserve your booth space. You will not be
guaranteed a space until we have confirmed that your category is still available and until your invoice is paid.
You may pay via debit or credit card online via Paypal to confirm your reservation.
Fee Includes: Approximately 8x8ft. indoor booth space, 6 foot skirted table,
2 chairs, electricity, bridal leads, VIP buffet & beverages. Double booths will have two 6
foot skirted tables placed side-by-side and up to 4 chairs available in the space provided. Vendors are required
to bring their own extension cords (at least 20 ft in length) if they need the electricity available to them.
All participants will also be listed and linked to the Summer Bridal Show website for additional exposure.
Limited Competition: Only three wedding professionals per category are allowed
into this show, with the exception of the sponsor's categories and catering. Up to four caterers will be allowed
into the Summer Bridal Show to accommodate food and beverage needs of the attendees. The florist, photography,
honeymoon/destination wedding & north side wedding and reception venue categories are filled exclusively by the
sponsors of the event.
Set-up: Sunday, June 28, 2009 set up is between 12:30 p.m. - 3 p.m. Everyone must be
done setting up their booth by 3 p.m. We invite you to enjoy the VIP buffet in our hospitality room as you network
with fellow wedding professionals after your booth is set up. The show will promptly begin at 3:30 and end at 7:30.
Oak Hill Mansion is equipped with standard electricity for each booth at no additional fee and has easy side loading
access for a smooth load-in & load-out process. Load in and load out must take place at the east loading dock, not
through their front entrance. Please keep your vehicle in the east parking lot to allow for plenty of parking out
front, the parking lot will be full of brides!
Oak Hill Mansion Regulations & Signage Information: No vendors will
be allowed to use The Mansion's kitchen, however, food and beverage from outside vendors will be allowed
for this event only. Vendors must refrain from using glitter, confetti, birdseed, open flame, fireworks and
oil based fog machines. Vendors must also understand that nothing can be stapled, nailed, taped or hung from
the walls, floor or ceiling. If you have a company banner or sign, we recommend that you bring an easel with
you or hang it on the front of your table. Each wedding professional is required to bring their own signage.
Oak Hill Mansion is not responsible for damage or loss of articles or merchandise left on the premises prior
to, during or following the event.
Website: All businesses are required to link their website to our Summer
Bridal Show website to gain additional exposure for the show! www.summerbridalshow.com. Brides will be able
to receive more information about the show on our website, view a gallery of images from previous events and
even RSVP online. To place a banner link from our website to yours, see the "Vendors" page of the website
for the HTML code to give to your website designer.
Marketing & Media Information: In the weeks and months leading up to
the event, invitations & mass e-mails will be sent out to brides in order to create awareness, drive traffic
to the website and remind them about the show. The show sponsors will be distributing postcard style invitations
that you can hand out to brides at your place of business or mail out before the bridal show too. (50 postcards
will be mailed to each vendor) Our previous shows have also gained exposure from the Indy Star so we will be
sending out press releases again to try to gain media attention of this event as well. Also, the first 50
brides each hour to attend the show will receive a gift bag full of coupons, gift cards and other wedding
related goodies. This helps us keep a steady flow of traffic throughout the entire event.
Mandatory gift bag donations: Each wedding professional that participates in
the show is required to donate an item for the bridal gift bags. That way, each bride will receive something
from you and it helps increase your chance of working with
her for her wedding. We will need 300 items from you at least 2 weeks prior to the event so that we may begin
stuffing the bags. Items that have been donated in the past include: gift cards, coupons, product samples,
etc. This year, April Foster of April Foster Events is in charge of collecting all 300 items from each of
our vendors so you will be hearing from her closer to the show date.
Leads: Brides will be required to register online or when they arrive.
Vendors will receive a leads list via e-mail within 2 weeks of the event. This list will include all of the
brides who registered for the show that day AND all of the brides who RSVP’d from the website prior to the
show, even if they were unable to attend, guaranteeing you more leads from our event. We encourage you to
utilize this leads list! Vendors who follow-up with brides have had an even greater response and have
booked more events from our shows!
By signing the 2009 Booth Information, Agreement & Application form, Participants agree to abide by all
of the above requirements as well as the terms and conditions listed below:
- Participant agrees to be present and at their booth during all hours of the show on June 28, 2009 and
to be set up by 3 p.m.
- Under no circumstances can any Participant tear down before 7:30 p.m. on June 28, 2009. If a Participant
tears down early, they will not receive the leads list and will be charged a $300 early tear down fee.
- The Agreement is not valid until Participant’s fee ($300 for a single booth or $550 for a double booth)
is paid in full. Your category will still be open to other booth reservations until your invoice is paid.
(Even if your application has been accepted)
- Participants will not be listed or linked to the website until all paperwork and fees are received.
- All applications and fees must be received no later than June 1, 2009 to be considered for show
participation.
- Participant agrees not to share booth space with any other companies during the show.
- Participant agrees not to share their leads list with any other companies after the show
- Noise level must be kept to a minimum for maximum enjoyment of all attendees and participants.
(DJs/bands – please keep in mind that the event will be an upscale, elegant bridal event and your music
needs to reflect that)
- If you are a caterer or a hotel with catering services, you must provide samples of your catering
services for the show in order to showcase your talent to brides and fellow wedding professionals. (We
are anticipating 800-1,000 people again)
- The location of your booth space will be determined by the show sponsors.
- This Agreement can not be terminated once submitted and all fees are non-refundable once paid. If
a Participant is unable to attend the show after committing to attend, they will forfeit all fees paid
and not receive the leads list.
- Participant agrees to pay a service fee of $25 for any returned checks for insufficient funds.
- Participant agrees not to hold Oak Hill Mansion and/or any other Sponsors, Participants, Staff or
attendees of the Summer Bridal Show liable for any damage (property, personal or otherwise) caused before,
during or after the event.
In order to be able to participate in future shows, you must be able to abide by these rules.
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