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.
Me and my big mouth - a new local show for Derbyshire!
in What have I let myself in for??
A blog by andyram in RMweb Blogs
Posted
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