Mid North Coast Bridal Expo

Exhibitor Information

Sunday 27th May 2012, 11.00am to 3.00pm
Auditorium, Panthers Port Macquarie
1 Bay Street, Port Macquarie

The Mid North Coast Bridal Expo is the longest running expo on the coast and with exhibitor numbers & public attendance increasing every year, the expo has certainly established itself as a major event in the Port Macquarie social calendar.

As an exhibitor at this event, you have the opportunity to target hundreds of potential customers eager for information, seeking advice and looking for experts such as yourselves for their individual wedding arrangements. It is a chance to promote your business and combine with other businesses to showcase the high quality available within the local area and encourage the support of the local economy. 

Venue

The Mid North Coast Bridal Expo is held in the Auditorium of Panthers Port Macquarie, located at 1 Bay Street. The facilities are second to none and the Auditorium exudes an unrivalled atmosphere perfect for such an event. 

Entry Fee

$8.00 for adults; $4.00 for pensioners and school age children. An added incentive for the public is that 10% of the door proceeds will be donated to a selected charity. We are very proud of the money we have raised to date and hope to increase this amount substantially in following years.

Promotion & Advertising

An extensive multi-media campaign is planned to encourage a huge attendance at the events. Television, radio and newspaper will combine to saturate the market exposing the events to tens of thousands of viewers, listeners and readers alike from Coffs Harbour to Forster.

Website Listing

As an exhibitor at the expo  your business will also be listed in our on-line Business Directory. Our website has a great hit count with popular search engines and is yet another means by which your business can be exposed to potential customers long after the expo is over. Once you have booked a site at the Mid North Coast Bridal Expo you will be listed in our Wedding Directory. This is a complimentary service and no fees are included in your site booking. Once your booking is received your listing should be uploaded within 5 days. Your listing will run from the time you make your site booking before the expo until the site bookings for the following expo are released. The information you fill out when submitting your booking form is used in your listing so please be very careful to submit the correct information. Please note that due to the unwanted prospect of receiving spam emails, email addresses will not be listed in the Wedding Directory but you can list a website if you wish.

Gift Bags

Prospective brides and grooms are offered gift bags once they have registered at the expo with 200 gift bags available on a first come first served basis. Exhibitors can use these bags to further promote their business by supplying product and information for the bags. Product type must be authorised by the organisers prior to its placement into the gift bags. These bags will be available at the registry table during setup times on Saturday and Sunday of the expo.

Bridal Registry

Due to privacy law regulations, it will be the exhibitor's responsibility to collect information from brides and grooms for their marketing purposes. A database (names & wedding dates only) of all brides and grooms attending the expo will be made available to exhibitors if they so wish.

Fashion Parade

The fashion parade will be professionally co-ordinated and compered with only professional models used. If you wish to be included in the parade please fill out this section on your booking form. We are not only looking for fashion businesses to participate but other business such as florists and musicians for example would be welcome. We will do our best to include all who wish to take part although this cannot be guaranteed. Fashion exhibitors will be notified prior to the expo of model sizes, fittings and rehearsal times. It is mandatory to attend the fittings and rehearsals to ensure a professionally produced show. This is a requirement of the booking.

Sponsorship

A further opportunity to promote your business is through prize donations in the form of sponsorship. One major bridal package will be drawn made up of prizes from a maximum of 2 Major Sponsors & 4 Minor Sponsors. All applications for sponsorship will be accepted on a first in, first served basis.
Major Sponsors will be deemed to be exhibitors who donate prizes in excess of $500. These prizes will be drawn at the Organisers discretion at the conclusion of the parades. Signed commitment by major sponsors must be received at the time of booking. Benefits include name and/or logo displayed in print media, display posters and the internet. Compere promotion will also be included.
Minor Sponsors will be deemed to be exhibitors who donate prizes valued between $250-$499. Benefits include name and/or logo (albeit smaller than major sponsors) displayed in print media, display posters and the internet. Compere promotion will also be included.

All prizes, along with your company blurb must be submitted to the organisers no later than 4 weeks prior to the event. No other prize give-aways by individual businesses will be permitted to be announced on the stage on the day of the expo.

Category Limits

Limits will be placed on each category to ensure that we can provide a balanced exhibition to attending couples and to ensure exhibitors an equitable opportunity to promote their business. The limit for each category is at the organiser's discretion. Once a category has been filled your business will be placed on the waiting list and you may still have the opportunity to exhibit if there are any remaining sites that cannot be filled.

Public Liability

As an exhibitor in the Mid North Coast Bridal Expo it is highly recommended that all businesses have Public Liability Insurance to the value of $10 million dollars to provide cover whilst exhibiting. Whilst the Mid North Coast Bridal Expo is covered for Public Liability for the event itself, the organisers are not liable for any claim due to an occurrence within your site boundaries. If your business has a shopfront, you can usually extend your policy to cover your exhibit but please check these details with your business insurer. Exhibitors that participate in the Bridal Expo that do not have cover in place do so at their own risk. If you are covered then please send a copy of your insurance, if not, then please fill out the disclaimer and return as outlined in the booking form. No business will be able to participate if they have not provided either a copy of their insurance or a signed disclaimer form.

Exhibitor Sites

Sites are made up of partitions forming the back and sides of your space. The width of the site depends on the size of the site booked. The sidewalls of the site are 0.8m, but the depth of the space permitted to exhibitors is 1.8m. The partitions measure 2.1m in height. The site partitions are made up of a mixture of painted and carpeted partitions and exhibitors shall be prepared to cover them if required at their own cost.

Signage is NOT provided. Exhibitors are welcome to provide their own, to preserve display originality.

There are maximum numbers of staff members that will receive complimentary exhibitor entry to the expo to man your booth at any given time. These are as follows - Small site - 3 staff, Medium site - 4 staff. These staff members will be issued with wristbands on the day of the expo. If you have additional staff they will be required to pay the entry fee at the door as under no circumstances will extra wristbands be distributed.

Under no circumstances are businesses able to extend their displays including signage, banners and the like to other areas of the auditorium or within the Panthers Port Macquarie premises without the express permission of the Organisers.

Set Up Information

Exhibitor Set-up               Saturday 26th May            2.00pm – 6.00pm
Exhibitor Set-up               Sunday 27th May               8.00am – 10.30am
OPEN TO THE PUBLIC      Sunday 27th May               11.00am SHARP
Fashion Parade                Sunday 27th May               1.00pm
CLOSING TIME                  Sunday 27th May               3.00pm
Exhibitor Pull down          Sunday 27th May               3.00pm - 6.00pm   
Please note:
Set up must be completed by 10.30am on Sunday.
Exhibitors must not begin to pull down their displays before 3.00pm on Sunday. Every year some businesses begin to pull their exhibits down before official closing time which looks unprofessional to the public still in the auditorium.

Expo Bookings

BOOKINGS CAN ONLY BE MADE VIA THE ON-LINE REGISTRATION FORM .

Bookings open up to all businesses at 12noon AEDST Monday 5th March 2012. At this time a link to the registration form will be made available on the Mid North Coast Brides Home Page once you log in. Once your booking form is submitted you will be required to pay in full via PayPal. This is the only method of payment accepted for site bookings. All bookings will be accepted on a first in, first served basis and once a site is booked it is automatically removed from the booking form. NO sites will be held without submission of the booking form. You will receive a Tax Invoice immediately once payment is processed by Pay Pal. The Organisers are not responsible for businesses who do not submit their booking forms through their own omission prior to sites 'selling out'.

Power to sites can be provided at an additional cost of $20 per site but please ensure your requirements are filled out on the booking form. Once forms are submitted you request for power cannot be added.

Bookings will be restricted to a maximum of one site per business. This means no business will be able to book two adjacent sites regardless of size and occupy both sites.

No refunds on site fees due to cancellation can be given once payment has been received. Refunds will only be given if your site can be reallocated to another business.

The Organisers reserve the right to amend, alter or re-allocate the space or the location of an exhibitor’s stand if they feel it is in the best interest of the expo. We will make every effort to keep exhibitors in the original site booked but businesses must understand that sometimes we need to amend the layout due to unforeseen circumstances.

Site Costs

There are a number of site options available to your business. Site Layout will be available shortly. Site costs are as follows -
Small Site - 1.65m(W) x 1.8m(D) = $325 + GST
Medium Site - 2.5m(W) x 1.8m(D) = $435 + GST
Small Car Site - 1.65m(W) x 1.8m(D) booth located in the Auditorium and 1 car space provided in the side car park adjacent to Park Street (TBC) = $325 + GST
Medium Car Site - 2.5m(W) x 1.8m(D) booth located in the Auditorium and 2+ car space provided in the side car park adjacent to Park Street (TBC) = $435 + GST

Print Information

The information pack for the 2012 Mid North Coast Bridal Expo can be downloaded shortly.

Terms & Conditions -

The Organiser reserves the right to expel any Exhibitor who is in breach of any of the conditions set out below or if in the Opinion of the Organiser such Exhibitor could prejudice the successful outcome of the Expo or part thereof. Should an Exhibitor be expelled no refund shall be given.

Definitions: In this agreement: The Organiser refers to Angela & Peter Richardson, their employees and appointed agents of the Mid North Coast Bridal Expo. The Exhibitor refers to the Company, person or persons specified on the booking form; also their employees and their agents. The Premises refers to the land and buildings occupied by Panthers Port Macquarie.Definitions: In this agreement: The Organiser refers to Angela Rose & Varan Freestone, their employees and appointed agents of the Mid North Coast Bridal Expo. The Exhibitor refers to the Company, person or persons specified on the booking form; also their employees and their agents. The Premises refers to the land and buildings occupied by Panthers Port Macquarie. The Site refers to that portion of the Premises occupied by that exhibitor for the duration of the event. Conditions: The Organiser reserves the right to expel any Exhibitor who is in breach of any of the conditions set out below or if in the Opinion of the Organiser such Exhibitor could prejudice the successful outcome of the Expo or part thereof. Should an Exhibitor be expelled no refund shall be given. 1. Entry to use of and attendance upon the Premises shall be entirely at the Exhibitor’s risk. 2. The Exhibitor will pay the Organisers the total amount in the manner set out in the booking form. Once the booking form is submitted, site payment is required immediately through PayPal or the site will be made available to other businesses. Tax invoices will be issued on the day of the expo. Exhibitors will not be permitted to occupy their site unless they have fulfilled all payment conditions. 3. The Organisers are not responsible for businesses who do not submit their booking forms through their own omission prior to sites 'selling out'. 4. The Organisers reserve the right to amend, alter or re-allocate the space or the location of an exhibitor’s stand if they see fit including after site confirmation has been given. 5. The Exhibitor will not occupy their site until they have submitted either signed Public Indemnity Liability form or have produced a copy of their Public Liability Insurance cover to the Organisers. Exhibitors must notify the Organisers for any injury to the any persons that may lay cause for a claim or if a claim is made against their business. 6. The Exhibitor shall at its own expense and risk, have delivered, prepare, construct and exhibit its products during the specified set-up time and dismantle & remove their exhibit after the specified closing time. No deliveries are to take place through the main entrance of Panthers Port Macquarie. All deliveries are to be via the loading dock to the rear of the auditorium located between Panthers Port Macquarie and Settlement City (canal side). 7. The Exhibitor agrees with the Organiser to take and occupy the space specified in the Site Confirmation (unless altered by the Organisers). No part of the Exhibitor’s fittings or fixtures may extend beyond the specified site boundary. The Exhibitor will be instructed to remove any protruding items to ensure thoroughfares are kept clear and tidy at all times. 8. The Organisers are not responsible for the theft, damage or loss of any goods brought into any venue by the Exhibitor. 9. The Exhibitor shall not display promotional material for their business or occupy other spaces within club Premises including but not limited to the foyer and private function rooms without the expressed permission of the Organiser at which point all other businesses will be given the same opportunity to do so. 10. Leaflets and promotional materials for your business can be handed out to the public in front of your site. Please be respectful to other business and do not distribute your promotional material in front of other business sites. 11. Any or all product, advertising content or promotional material shall be specific only to the Exhibitor. If a business has not paid to exhibit at the bridal expo, no other Exhibitor shall be permitted to distribute material on their behalf. This includes advertising content and promotional material for websites, magazines and other directories where not all businesses associated with these entities are exhibiting in the expo itself. Should the Organisers become aware of any contravention of this policy, the offending material will be removed and you will jeopardise your application to participate in expo’s to follow. 12. Site sharing is not permitted unless a genuine close link between the entities concerned can be demonstrated to the satisfaction of the Organisers. Site sharing will only be permitted between no more than 2 businesses unless businesses are stockist's of the same product. All business names are to be listed on the booking form where a wholesaler is exhibiting on behalf of a stockist. Small sites cannot be shared in any circumstances. 13. It is the responsibility of the Exhibitor to comply with any health and council regulations regarding the serving of food and drink from their site. Exhibitors may not charge for any refreshments provided at their site. The Organisers are not responsible for any introduction of food to the event by the Exhibitor and the effect of it afterwards. 14. For the duration of the exhibition, the Exhibitor agrees to maintain the Organiser’s instructed limit on sound levels from the use of any video, audio or television equipment. This may vary throughout the exhibition and will include sound levels being turned down completely when fashion parades are taking place. 15. Inclusion in the Fashion Parade is by the discretion of the Organiser, who has total control of its content. 16. The Exhibitor will be responsible for any damages to the Premises or to any display booths, partitions, electrical fittings, lights or furnishings provided for the Exhibitor. Exhibitors are responsible for and must notify the Organisers for any loss or damage to the venue arising out of your use or any person attending the event. 17. Exhibitors shall comply with the terms and conditions of Panthers Port Macquarie, when and if they become available. 18. Exhibitors who refuse to comply with any of these conditions on the day of the exhibition may be asked to leave the Premises if the Organiser’s deem that the breach is severe enough and will forfeit all site fees. The Mid North Coast Bridal Expo has no responsibility to you for any costs, damages or expenses that you may incur in relation to Organiser's termination of your exhibition. 19. The Organisers reserve the right to postpone or amend the stated dates of this exhibition. (The Organisers will give no less than 14 days notice of any such postponement). The Mid North Coast Bridal Expo has no responsibility to you for any costs, damages or expenses that you may incur in relation to the organiser's choice to postpone or amend the stated dates of this exhibition. 20. If the Organiser's are unable to provide the facilities or any other arrangements for the exhibition or any part of it or cannot otherwise perform the terms of the Event Order due to circumstances beyond Mid North Coast Bridal Expos control, the Organisers are not responsible for any costs, damages or expenses that you may suffer or incur. 21. No refunds on site fees due to cancellation will be given once payment has been received. Refunds will only be given if your site can be reallocated to another business. 22. The web listing of the Exhibitor under the Wedding Directory on the Mid North Coast Brides website is complimentary. The Organiser is under no contractual obligation to provide this listing and can modify, delete or cancel this service at any time.

Contact

If you should have any queries regarding the expo please do not hesitate to contact us, preferably via email in the first instance.
Email: info@midnorthcoastbrides.com.au