The MN Field Trip & Activity EXPO
EXHIBITOR INFORMATION
YOU’RE INVITED TO EXHIBIT AT THE 2023 EXPO!
Meet serious buyers from schools & organizations IN-PERSON!
Grow your group business Tuesday, August 15 at Union Depot in Saint Paul!
THE PLANNERS COME TO BOOK BUSINESS. . .
WHY NOT WITH YOU?
On Tuesday, August 15th you’re invited to exhibit!
If you offer field trips, activities & entertainment throughout the year this show will work for you!
If you offer fundraising to make the above opportunities a reality, this show will work for you!
In August of 2019 (pre-covid) 600+ buyers came looking for activities from our many exhibitors!
In August of 2022 (the first post-covid EXPO) more than 400 attended.
The activity ideas they want to find apply to all age groups, from youth & students to active adults & seniors.
WHAT’S THE EXPO?
2023 will be our 11th Annual MN FIELD TRIP EXPO!
GET READY TO MEET SERIOUS BUYERS!
• It’s time to engage with the planners!
• Talk IN-PERSON & FACE-TO-FACE – Take time to get to know the planners & their needs!
• Offer drawings at your exhibit for free field trips and/or discounted activities or services.
• As producers of this popular event, we are NOT a booking agency. You work directly with the planners you meet.
What: The 2023 MN FIELD TRIP EXPO
Who: YOU and PLANNERS talk business – in person!
Where: Union Depot, Saint Paul
When: Tuesday, August 15, 2023
Exhibit Time: 10am – 3pm
Parking – Go here to see options for PARKING
WHO ARE THE ATTENDEES?
Buyers & Planners will be attending the 2023 EXPO for their field trips, school events, entertainment needs, classes, camps and activities. Plus fundraising needs!
You can meet them in person!
We are inviting decision-makers from:
• Teachers & Educators – Planners of public & private K-12 school field trips and onsite school programs
• PTA/PTO & Booster Club Leaders looking for Fundraisers
• Afterschool/School Age Care Summer Activity Staff
• Community Education Directors & Staff
• Homeschool Co-op Group Leaders & Field Trip Planners
• Youth Organizations (YMCA, YWCA, 4-H, Boys & Girls Clubs, etc)
• Scout Leaders (boy & girl scout leaders from multiple MN & western WI scout councils)
• Church Groups (both youth and adult)
• Library Staff
• Community Park & Recreation Staff
• Leisure Group Travel Planners & Tour Operators
• Senior Retirement Community Directors & Staff
• Active Adult & Senior Organizations (SMERF, retired, fraternal, social groups, travel, etc)
• Corporate & Independent Event Planners (Staff & Freelance)
WHO ARE THE EXHIBITORS?
EXHIBITORS INCLUDE:
• Field Trip Destinations
• Educational Presenters
• Entertainers
• Youth Party Venues (birthday, etc)
• Camps
• Travel Destinations for Tour Groups
• Event Venues
• Fundraising Programs
SCHEDULE FOR THE DAY
2023 EXPO SCHEDULE
- Tuesday, August 15, 2023
SET-UP TIMES
- Monday, August 14 – from 6:00 pm – 8:00 pm if you want to set-up your booth the evening before.
- Tuesday, August 15 – from 7:00 am – 9:00 am – Remember to check in first and we’ll direct you to your exhibit space.
EXHIBITOR MEETING
- Tuesday, August 15 – 9:15 am – We will have announcements and practical suggestions for exhibitors just before the doors open.
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EXHIBIT TIMES
- 10a-3p • Exhibits Open (free refreshments as you talk with exhibitors)
- 3p • End of 2023 MN Field Trip EXPO
EXHIBITOR PACKAGE
2023 EXPO Exhibitor Package
– One 6′ table and 2 chairs – pipe & drape are not available.
– Electricity – as available (limited)
– Confidential Attendee List – In 2022 this list consisted about 400 leads.
EXHIBITOR INSTRUCTIONS
2023 EXPO EXHIBITOR INSTRUCTIONS:
• LOADING & UNLOADING – Bring your materials in or out through the designated entrance (do not take carts up the escalators).
* ELECTRICITY is included as available and at no extra charge. Additionally, bring a 50-foot extension cord, a power strip and GAFFER TAPE, (definitely not duct tape) to secure power cords that may have to cross walkways. You may or may not need to use your extension cord or power strip. We will also have Gaffer Tape if you don’t have any with you.
* EXHIBIT TABLE COVERING – Bring a tablecloth for your exhibit table. We might have extra tablecloths (navy blue) if needed.
* NAME TAGS – Please bring your own.
* NAME TAGS – Please bring your own.
* COFFEE – Free (as available) for exhibitors from 8am
* FOOD – Please bring your own lunch or snacks. There will be several food trucks in front of Union Depot. Station 81, located inside Union Depot is a social enterprise of Appetite For Change. Also located in Union Depot, Spinning Wylde, will satisfy your sweet tooth with ice-cream and 75 whimsical flavors of Cotton Candy! Feel Free to bring your own lunch or snacks, though there is not a microwave available to heat up a meals.
* WIFI – Included at no extra charge. Get the WiFi code at the exhibitor sign-in table.
* EXHIBITOR PRIZE DRAWINGS – Exhibitors each manage your own drawing(s), collecting contact information at your exhibit space, and contacting the winner(s) after the 2023 EXPO.
* EXHIBITOR PARKING – For info, go HERE. We will also send more specific information in the after registration follow-up email.
* TEAR DOWN is from 3-4pm at the end of the Expo. Please clean up your table areas.
* CONFIDENTIAL ATTENDEE LIST – We will email the attendee list to the person who submitted the exhibitor registration form. It will contain all the information that we have been provided by attendees. Do not share this list with anyone – you can use it for your marketing. We will using it for our email Alerts, too.
* EXHIBITOR PARKING – For info, go HERE. We will also send more specific information in the after registration follow-up email.
* TEAR DOWN is from 3-4pm at the end of the Expo. Please clean up your table areas.
* CONFIDENTIAL ATTENDEE LIST – We will email the attendee list to the person who submitted the exhibitor registration form. It will contain all the information that we have been provided by attendees. Do not share this list with anyone – you can use it for your marketing. We will using it for our email Alerts, too.
PARKING
EXHIBITOR PRICING
2023 EXPO EXHIBITOR PRICING
– $0 for Full or Premium Library Partners.
– $345 for Digital Partners.
– $395 if you are not a Partner and purchasing an exhibit space from the Ala Carte price list.
SPECIAL OFFER FOR THE SRF BUNDLE!
Get onto the MN Field Trip Library website for a full year, plus 12 months of email & social media marketing!
– $890 when you add the full year Digital Partner 1 Partner Program to your exhibit space purchase. SAVE $45!
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AFTER July 1st add $50:
– For Digital Partners – after July 1st your price is $395
– For Ala Carte exhibit purchases – after July 1st your price is $445
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PAYMENT
– Your invoice will be emailed after you submit your online exhibitor registration.
– Your Payment is due prior to the 2023 EXPO (by check or credit card).
• Special Exhibit Space Locations, Upgrades and Sponsorships are available (please inquire to discuss):
– Special Locations can include high traffic front entry, endcaps and/or multiple tables
– Unique Promotions are available in emails, USPS mailings, and in the EXPO Program
– Sponsorships include major promotions, event or ticket offerings.
CAN’T EXHIBIT THIS YEAR? DO OUR LITERATURE TABLE!
2023 EXPO VISITOR GUIDE & BROCHURE DISTRIBUTION
Our staff will hand your Visitor Guide or brochure to planners at the prominently positioned EXPO BROCHURE TABLE. Provide us with at least 200 visitor guides for the CVB DESTINATION table.
At the 2019 EXPO, planners took home more than 3,500 visitor guides & brochures!
$195 – This does not include an exhibit space. Note: $245 after July 1st, 2023
LOCATION OF THE 2023 EXPO
UNION DEPOT
214 4th Street East
St Paul, MN 55101
For questions, and to reserve your exhibit space, please contact:
Jo Ann Huebsch • 763-402-0849 • Joann@MNFieldTripLibrary.org
Mark Peterson • 612-518-8353 • Mark@MNFieldTripLibrary.org
Thank you! We’re excited to have you working with us!