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BECOME A VENDOR

Spend quality time with qualified buyers.

Vendors can expect face-to-face engagement with corporate and association meeting and event planners, site selection firms, DMC's, business travel professionals, incentive and third-party agencies.

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Choose from our collection of events:

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Image by Kevin Mueller
HOW IT WORKS

Venue Series.

Our Venue Series events are conducted in a style similar to speed dating.  Vendors are typically stationary and the attendees (event planners) rotate every 8-minutes.

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The following is a typical program:​

   1:00pm       Vendors arrive to set up

   2:00pm       Attendees arrive / Welcome glass of Prosecco & networking

   2:10pm        Welcome announcement & instructions

   2:15pm         Commence 8-minute meetings

   3:45pm        Light reception & prize draws

   4:30pm        Concludes

What to expect:

 

Vendors are provided with chairs and table - typically a 4' or 6' table with linen and often with access to power (though this is not guaranteed). 

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Vendors can expect approximately 10 to 12 meetings (8-minutes each).  Meetings are assigned.  While we typically have more attendees than vendors, you are not expected to meet all the attendees during the 8-minute meetings.

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However, there is ample networking during the light reception and prize draws to meet those you did not have an 8-minute meeting with.

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Who attends?

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Vendors are provided with a Preliminary Attendee List one week prior to the event.  Keep in mind, we receive last minute registrations and cancellations, so the list will change.

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After the event, Vendors will receive a Post-Event Report that includes all the attendees and their contact details.  We also include the prize draw results and indicate who showed and no-showed.

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What to bring:

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All vendors are required to bring a prize (min. $100 value) for the prize draws.  Hotels/resorts offering a 2-night stay or higher, are considered Grand Prizes and earn more prominent marketing and social media.

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Vendors usually have the option of bringing retractable banners and printed collateral.  We highly recommend bringing a fully charged laptop or tablet to showcase floor plans, menus, capacity charts, photos/video, etc.

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We can typically fit up to two representatives.  There is no additional charge for a second rep.

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Vendors are NOT permitted to bring food (unless approved by the host venue). 

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"The Calgary show was amazing and I just pulled in 20 rooms in April!"

                                   - Suzanne Bidinost, Director of Sales, Blue Horizon Hotel (Vancouver)

"I am happy to report that Workplace has confirmed two upcoming contracts as a result of your showcase!"

 - Allison Monett, Ritual Workplace (Toronto)

How it works - Venue Series
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HOW IT WORKS
 EVENT X-PO 
 Event X-PO's feature extended face time and meetings made by appointment, giving both vendors and attendees the opportunity to select who they meet with. 

The event also features an immersive trade show segment and roaming lunch buffet with prize draws and increased engagement. 
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Programs vary depending on the city and unique collaborations with the host venue.  Here's a typical program:

9:30 AM

VIP Attendee Arrival & Appointment Selection

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10:00 AM

Meetings Commence

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12:00 PM

General Attendee Arrival

Roaming Lunch Buffet & Trade Show

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1:30 PM

Prize Draws

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2:00 PM

Event Concludes

EVENT X-PO
EVENT X-PO 
 FREQUENTLY ASKED QUESTIONS 
How do the appointments work?
Vendors and attendees will be able to see who's participating prior to the event and able to request meetings in advance.  However, due to last minute registrations, cancellations and no-shows, appointments won't be finalized until the day of the event. 

Upon arrival, attendees check in at the registration desk confirming they are present.   Vendors and attendees will be able to confirm their requested meetings, including any last minute changes, in the first 15 minutes of the event.  

Based on a combination of requested matches and pre-assigned meetings, a final meeting schedule will be generated for each attendee and vendor.   The final meeting schedule will be shared with you via text and/or email.
How many appointments and how long do they last?
Vendors can expect 10 to 12 appointments over a 2-hour program, depending on the number of participants.  Each meeting will run 8- to 9-minutes, the exact timing of which will be communicated in advance.
How are appointments determined?
Appointments are prioritized in the following order:
1. Where vendor and attendee have requested each other.
2. Where attendee has requested to meet vendor, but vendor did not request attendee.
3. Where vendor requested to meet attendee, but attendee did not request vendor.
4. Assigned by Venue Series.
What if very few or no attendees request a meeting with me?
All vendors will enjoy a full meeting schedule.  Venue Series reserves the right to assign meetings to connect appropriately qualified attendees to vendors, including those with few meeting requests.  Pre-assignments will be based on factors including geographic considerations.  For example, a vendor from out-of-Province will be matched with attendees who produce national events.
How does the roaming lunch buffet and trade show work?
After the meeting segment of the program, attendees are welcome to visit any vendor they like (just like a trade show or expo).  In addition, new attendees will arrive who did not participate in the meetings that morning.  
During this segment food stations will be scattered throughout the venue.  Vendors are welcome to grab some food, mingle, or bring the food back to your exhibit area as you continue to engage with attendees.
How do prizes work?
All vendors are asked to bring two (2) prizes with a minimum $100 value each.   At least one of the prizes will be awarded to attendees who participated in the meetings.  The other prize may be awarded to those who only attended the roaming lunch buffet.  Venue Series may implement program incentives to encourage attendee-vendor engagement.
We understand that prizes are an additional expense to the vendor.  However, prizes are also a key ingredient to drawing out qualified attendees.  They are also very powerful promotional devices, so please consider your prize offering carefully.
What is expected of vendor set up?
Vendors are provided with a table (4' or 6') and chairs.  Vendors are welcome to bring their own branded table coverings, retractable banners, and other collateral.  Swag is permitted, but not strongly advised.   Please consider investing in the prizes and help us elevate the quality of the event.  

We strongly advise bringing a fully charged laptop or tablet to showcase photos, video, floor plans, menus, etc.  We cannot always guarantee access to power, however, will do our best with advanced notice.  Typically, you can expect an 8' x 8' space at a minimum.  We do not separate each vendor with pipe and drape.  Outside food/beeverage is not permitted, unless approved by the host venue or individually wrapped.  Each vendor is permitted up to two (2) reps at no additional cost.

Should you want to get creative with your exhibit, we would be thrilled to work with you.  Please provide at least 30-days notice for special requests.
FAQ
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