EXHIBITOR GUIDELINES & INFORMATION
New England Camp Fair Location:
Bigelow Middle School Gymnasium
42 Vernon St
Newton, MA 02458
Date and Time
Sunday, February 11, 2018
New England area camps are cordially invited to exhibit at the 2nd Annual New England Camp Fair organized by the Underwood PTO. Our fair serves as a great way to bring your camp to Newton-area families with children ages 5-14. The fair will be held at Bigelow Middle School, which is located conveniently off Exit 17 of the Mass Pike in Newton Corner.
Who is Underwood PTO?
Underwood Parent Teacher Organization (PTO) is a 501(c)3. We serve as the fundraising arm for Underwood Elementary School. Both the school and PTO are located at 101 Vernon St, Newton, MA 02458. You can find us online at underwoodschoolpto.org.
How many camps will be attending?
We cap our exhibitors at 37 to ensure that camps are not lost among hundreds of exhibitors while also ensuring attendees have a variety of camps to choose from. Although we generally follow a first-come, first-serve policy, we do strive to balance our camps between day and overnight options.
Who should exhibit?
Any organization that offers summer camps and opportunities in greater New England accommodating children ages 5-14.
How much does a booth cost?
When is payment due?
Your completed registration form holds your spot. Payment must be received by Friday, December 8th, 2017 or your spot will be released.
What is our marketing campaign?
The Fair will be marketed through flyers sent home to various Newton elementary and middle schools. The Fair will also be publicized through the Newton Tab, online parent groups, as well as through outdoor advertising around Newton and at the elementary schools.
What will my booth look like?
Tables will be 6 feet long. Each table will be provided one chair. Additional chairs may be available, if requested in advance. Table selection is on a first-come, first-serve basis. Exhibitors will need to provide their own tablecloths, if desired. At this time, electricity is available only for select tables. Click here to download Exhibit Table Layout 2018
How are booths assigned?
Our space is limited to 37 exhibitors. Booths (tables) will be assigned on a first-come, first-serve basis though some effort will be made to balance camp offerings. We recommend that you reserve early. Booths are not guaranteed until payment is received.
Where do I go to check into the event and what will happen at check-in?
The gymnasium entrance is located next to the main parking lot for the school. Signs will point the way to the gymnasium entrance. Check in will take place beginning at 10am. Please be sure to stop by our Welcome table. You will receive your booth assignment and any last minute instructions for the day.
What time should I arrive to the event?
Exhibitor sign-in will open at 9:45am. You are asked to be at your booth and ready to see attendees at 11:15pm. The Fair will officially open at 11:30pm.
What time can I teardown and leave?
Teardown is from 2:30-3:30pm. Please do not tear down your booth prior to 2:25pm. You are responsible for disposing of your trash in designated receptacles at the end of the event.
Will there be refreshments?
Coffee and light snacks will be available for everyone in attendance, including exhibitors.
Are there other rules and regulations?
- Glitter, confetti, bubbles, and fog machines are not permitted.
- All emergency exits must be kept clear at all times of all equipment.
- Smoking is not permitted inside the Bigelow Gym or within 20’ of the building.
- Food stations, bars, tables, and chairs are not permitted.
- No type of pyrotechnic equipment may be used.
- Only free-standing decorations are permitted; nothing may be affixed, nailed, glued or attached in any manner to any gym surface.
Is there a literature-only option?
Yes. We have two options, both for $75, for those who are unable to have a table. Option 1: We will attractively & prominently display your literature on a table that will be accessible all camp attendees. Option 2: We will insert your (1) marketing piece (e.g., a brochure, flyer, or postcard) into our clear conference bags. Please note that space is limited on both options and literature-only displays and bag inserts will be accepted on a first-come, first-serve basis.
Where can I get an application?
Download the Registration Form as .pdf or .doc to register for the event. Remember, space is limited and is offered on a first come, first serve basis. Please reserve early.
Still have questions?
Please email Tommy at firstname.lastname@example.org