Specific
Requirements for Commercial Vendor Exhibits
Vendors have been a part of the ADGA Annual Meeting and Convention for many years. Historically, vendors have been included not only as a way for individual companies to show their wares, but also to showcase the diverse and successful industry that has grown up alongside goatkeeping itself. Those attending the ADGA Convention look forward to seeing both longtime companies and also new vendors, and we should keep in mind that having a diverse group of vendors at our annual functions is a service to ADGA members.
In order for vendors to be successful (which means that they can show their wares in the most attractive manner and that those who want to visit them can find them easily and do their business in a comfortable, relaxed setting,) there are a number of guidelines that need to be followed.
Physical Requirements
Location
Vendors need to be located where people attending the days’ functions will see them.
That means if all individual meetings are held on one floor, the vendor space should also be located on that floor. If individual sessions are spread throughout a building, then vendors need to be located where people will congregate naturally. The most obvious choice for vendor space is to locate it in the same space (or next to) the Hospitality area provided by the local host group. We encourage host groups to include not only vendors in this space but also breed and association club displays as well as the tables provided for individual members to leave their herdbooks and advertising. By having all of the vendor exhibits and other displays in one area, visitors can find what they are looking for quickly. By having the hospitality area included, they can visit and relax while they are browsing through the exhibits. In many cases, locating the vendor area near the room where the Directors' Board Meeting will be held will allow easier access for those wanting to visit both areas.
Room Size
The Convention Host Committee needs to locate vendors in a room or rooms large enough to accommodate the required numbers of tables along with space between individual vendor tables and aisles wide enough for people to stand in front of exhibits and others to pass through at the same time. In general, you need to allow four feet (4’) on either side of each table and at least three feet (3’) between different vendors. For most Conventions, a room with 3,500 sq. ft. should accommodate the vendor exhibits.
When viewing prospective facilities, make sure that there is a room or rooms that will accommodate the vendors. In some cases, the Convention Host Committee will need to wait until they have determined how many vendors will attend and how many tables are needed before they can assign the room or rooms to vendor exhibits. Remember also, that if the hospitality area is to be located in the same room, then space needs to be allotted for it.
If there will be limited vendor space, this should be clearly stated in the first information sheet sent to prospective vendors.
Wall Space
Some vendors need wall space behind their tables in order to display signs, banners or hanging exhibits. When sending out vendor applications, this should be one of the options included for vendors to choose. If there will be no (or limited) available wall space, this information should be included with the information sent to vendors with their application. Also, vendors need to note whether they will be bringing a backdrop for their booth (modular or otherwise). To allow for visibility for all vendors, anyone who has a backdrop or modular booth must be located along a wall.
Floor Space
Some vendors need more floor space than table space. For example, milking machine vendors may need only one table but floor space equivalent to another table to adequately display their machines. This option should be included on the application sent out to vendors. If there will be no (or limited) extra floor space, this should be stated in the information sheet sent to vendors. A special fee can be charged for those who need floor space rather than table space.
Electricity
Some vendors will require electrical outlets for their display. This option should be included in the contract sent out to vendors. If there will be no (or limited) electrical outlets or a charge for electricity use, this information should be included on the information sheet sent to vendors. Vendors may be charged for electrical use; however, this option must be clearly stated in the information sheet sent to vendors.
Tables and Chairs
Vendors need full standard-sized tables. This means that tables should be at least 30” wide and 6’ or 8’ in length. Table size should be specified on the information sheet sent to prospective vendors. If tables are not full-sized, then the price per table should be adjusted accordingly.
Each table should be allotted two (2) chairs. However, those vendors needing two or more tables may not need more than four (4) chairs. Breed displays may not require chairs.
Each table should come with skirting and a cloth to cover the table top. These coverings need not be fancy, but vendors need to be able to store wares under tables and need skirting to cover unsightly boxes, etc.
Other Considerations
Vendor Space Availability
The vendor area should be available for set-up the day before the Convention begins. This would typically be a Saturday. Vendors should be given at least until the end of the last day of the Convention (typically Saturday) to tear down and pack their exhibits. Saturday morning before the Spotlight Sale is often the busiest day for vendors, so they should not have to vacate their space until a few hours following the ADGA events of that day. If vendor exhibit space hours or days will be different than those specified above, the correct days and hours should be detailed on the information sheet sent to vendors.
Vendor Hours
Vendor exhibits should be available to the public from 8 a.m. until the end of regularly scheduled day events (which typically means 6-7 p.m.). If there is a no-host bar or other social event scheduled for the early evening (6-7 p.m. for example) and located close to the vendor exhibits, vendors may choose to stay open during this event so that those who have been busy with the day’s functions might have time to visit the exhibits.
Security
The area where vendors display their wares must be able to be secured at the end of the day. This precludes placing vendors in hallways, unless there is a reliable, full-time guard posted (which is unlikely). Since vendors typically have a lot of money invested in their exhibits, they need the assurance that vendor space is lockable at days end, and that someone is in charge of ensuring that the space is secured at day’s end and opened the following morning.
Early Planning
Since many vendors run their businesses full-time, they need to make decisions about attending the Convention as early as possible. Late spring is usually the latest that they should be notified about location, room requirements, contract particulars, etc.
Contracts
Make sure that the contracts vendors sign are specific about number and size of tables, skirting, wall space, electricity (free or not), registration and other fees and requirements vendors need to meet. If there are specific state requirements for permits or forms, this information must be included in the initial information sent. Include specific details or the actual contact person vendors must deal with.
Vendor Annual Meeting Registration
Up to two guest or limited access badges will be included with a vendor table. These badges will allow access to the vendor exhibit area, Hospitality area and Spotlight Sale animals only. (Those vendors buying more than one table must indicate on their contract how many badges they will need. No more than one badge will be issued for each additional table purchased.)
Any vendor who wishes to attend any Convention day programs outside of these limited access areas must purchase a daily registration or a full week’s registration if that is a better choice. Vendors who wish to attend only evening events (Welcome Dinner, Youth Banquet, Wine and Cheese Party, Banquet and Ball) must buy meal tickets for each event (or a Vendor with meals registration, if offered), but they do not need to buy an additional daily registration for those days.
This policy will be included on the initial information sheet sent to prospective vendors as well as on the contract that vendors sign to reserve their vendor tables. On that contract, vendors will be asked to provide the name(s) of those who will need badges allowing them access only to the vendor, hospitality, and Spotlight Sale tent. Vendors who wish to purchase full or partial registrations may do so at the time they sign their contract or later.