Panic not - I found myself in your situation about 8 years ago and was show manager for 3 years before handing over to someone else.

Do you just need layouts, or help with anything else organisation wise as I'm sure there are plenty of people who are happy to help.

At the moment it is mainly the layouts as I am calling on the school's Parents Association to provide refreshments. But any help and advice that is available will be gratefully received!!!

The important thing I'd suggest is to find out what rooms you have available, and what clear space there is - then draw it out on some graph paper with 1 square to 6 inches or something, and then when you get your layouts confirmed make up little squares to the same scale and then you can see where things fit.

Make sure you have decent walkways - I believe 6-8ft is recommended - and don't cram things in too tight.

Once you have a date, make sure you advertise it; model magazines, RMWeb, UKModelshops etc, even a small ad in the local paper a week or so before is helpful, and you might get some editorial space particulary as it's sorta charity. Asking the local mayor, MP or other figure to open the show might help along that line too.

Programmes are essential, and you might also get some local firms to advertise in it to offset the costs of printing it and perhaps fundraise in it too.

Of course you may already have thought of all this but every little helps

Thanks for the info. I know what spaces I can use for the show, but have not measured these out yet. I like the idea of using the graph paper to mark out the spaces.

We have used the school hall for Christmas and summer fayres before, and the Parents Association have done a show with lots of pampering stalls for a "Lady's Night" so I, roughly, know how many tables I could fit in for trade stands.

My rough plan is to a "square" of exhibitors with the layouts around the outer edge of the hall so that they are near the plug sockets and thus avoiding wires having to stretch too far. In the middle, facing the layouts, I would then have the bulk of the trade stands. I have two traders committed to attending providing they can make the date,

We also have a couple of long, wide corridors in the school and I would try and get some shelf type layouts to display along these. I plan to then put my, still to be constructed, layout in one of the other rooms which I reckon I can use.

I had not really considered the programme as I thought that the show may be too small to warrant one. But now you mentioned the idea of getting firms to advertise in it I think that would be very sensible. Thanks.

As for advertising. I definitely will advertise on here, and will use the as many other avenues that are financially viable. Like the idea of editorial space in the paper. I had considered trying to get it into the "events diary" of the model magazines as I reckon these would be quite cheap. I also plan to make up leaflets to distribute at other shows and through local railway outlets.

Not thought about who would open it. Nice idea. I wonder if Pete Waterman is free lol!!!!!

Thanks for your comments and ideas, its given me lots to think about. Much appreciated!

PS So far I have one RMWeb blogger who has offerred their layout for the show.. Thanks to them too.

PM Andy_P. He's Swad based and has several small Exhibition layouts that I sure he would let you choose from.

Good luck with it, am sure it will be lots of fun.

As Exhibition manager of the Blyth & Tyne MRS for the past eleven years I have been through the same process as you finding out the hard way.

Much of the advice you have been given so far along with your own ideas are good, I have a few of my own that may be appropriate for you -

1) The events diary in the model magazines are free, but will require you to submit your information at least two months in advance (Contact them to get the latest submission dates). Incorporate as much info as possible i.e Number & Names of layouts, trade & demos. Disabled access, public transport connections, address of venue and a contact number, e-mail and name.

2) You could also ask the magazines to do a small feature on the show about a month before the show to maximise publicity.

3) another source of fundraising would be to run a Tombola at the show, ask everyone involved at the school, involved with organising the show and traders to donate a prize.

4) You will need as many road signs as you can get to direct the visitors to your show. Look at the main routes to your venue and work out how many signs you will need at the main junctions & roundabouts etc. You will need to contact the local council highway dept and inform them you will be putting them up the day before and taking them down at the end of the show. That way you may avoid all the unecessary red tape and fees they charge.

5) For your programme a simple A4 single sheet or multiple sheets stapled together may be sufficent. You could get the school to print them for you thus saving on costs. Money can be raised by getting local shops & traders at the show to advertise in them (say £10 for a 1/4 page advert). That way you can give them out free thus increasing the coverage for the adverts.

6) Design a poster which the school may also print for you and display them in as many areas where people meet, Supermarkets, Libraries, Newsagents, Schools, Shops, Barbers, Chip Shops/Takeaway shops etc. If you also print some flyers (A6 size) you can distribute them around these areas as well. You can also ask local schools & nurseries to give them to to the children to take home.

7) Ask the school to advertise it via the local authority website or by contacting the council direct to incorporate on to their website under local events, this should all be free.

8) Contact as many local papers as possible to do a feature leading up to the show, if you have a layout they can feature you with it will help.

9) Contact the local radio stations as some of them may do a whats on local events section also I believe Steve Wright on Radio 2 does something similar(Check the Radio 2 website).

10) contact the local TV stations as they may think it will be a worthwhile news story (Though don't hold your breath as they are very fickle) especially if you have say the Mayor or some celebrity etc to open the show.

11) Make sure there is plenty of free tea & coffee for the exhibitors (Traders will provide their own). Also do you intend to provide a meal for the exhibitors? If you are not then you will need to inform them prior so they can make their own arrangements (Once again the traders will provide their own).

Hope this helps, if you need any more help just PM me.

Regards

Chris Stafford

RAILEX NE Exhibition Manager

Thanks for all comments so far.

I will contact the model railway mags once the date is finalised. Likewise for the local radio stations etc. The tombola idea is a great one, another thing I will pass onto the Parents Association.

As for road signs, the parish council clerk works at the school so I will contact her first and then highways after if necessary.

Posters and leaflets are in the early design stage, although some for the local area may be placed in the hands of the children in the older classes in the school.

I had thought about the refreshments. This will be passed onto the Parents association again. They are used to catering for our other fundraising events so that shouldn't be a problem. As regards free lunches for the exhibitiors I plan to give them a pass to allow them free stuff from the refreshment stall. Since we plan to have bacon / sausage cobs, crisps, cakes, teas and coffees etc I hope that will cover that.

Where abouts in Derbyshire are you?

The show is at Weston on Trent. I hope to have the final date by the weekend, if not then early next week.

Spoke to DonB tonight. I'll have a layout available if you want it.

I've got a US H0 layout I'd be happy to bring. I'm only 10 min down the road in Lichfield. Front operated so will go up against a wall nicely. scenic 5'x20" with spur fiddleyard 3' extra length. CSX Miami based.

Dave

Thanks to all for the layout offers I will message you all individually to respond. Things are beginning to take shape now, and in less than a week my stress level has dipped slightly. What a great website RMWeb is. If anyone else has offers of help they will still be very well received!