EXHIBITS PROGRAM SPACE APPLICATION GUIDE...and booth rental equipment after application is accepted...

EXHIBITS PROGRAM

SPACE APPLICATION GUIDE

2 | EXHIBITS PROGRAM SPACE APPLICATION GUIDE Need Help? Please call us during office hours at 403.974.4249 or 403.974.4263

STEP BY STEP GUIDE TO GETTING STARTED IN

BOOTH APPLICATION The Exhibits team would like to provide you with a little assistance, should you be a new exhibitor to our program or need a quick refresher on how you should apply for exhibit space at Spruce Meadows.

Click the icon on your computer screen which connects you to the internet. The software you use to connect to the internet is called a ‘Browser’ (i.e. Internet Explorer, Fire Fox, Chrome, Safari, etc.).

In the address bar located at the top of your browser page type www.sprucemeadows.com. Please do not ‘search’ to avoid confusion.

Click on the yellow icon that reads “Exhibiting at Spruce Meadows”.

Note: while our Exhibits Program system does work on both the Mac and PC platforms, you may have some difficulties with the flash elements of our website on your iPad.

Our system was also developed based on newer versions of all internet browsers. If you are using an older browser, please update it.

It all begins here...

Type www.sprucemeadows.com here

X Please don’t do a ‘search’ to avoid confusion

Need Help? Please call us during office hours at 403.974.4249 or 403.974.4263 EXHIBITS PROGRAM SPACE APPLICATION GUIDE | 3

Your next step is to choose the first tournament/event you would like to apply for space for.

Scroll down the page a bit and on the right side of the page you will find several icon options - click on the event you would like to attend. A second option is to scroll a little further down to “Upcoming Spruce Meadows Exhibits”, click on the month advance button, find the month you would like to exhibit at Spruce Meadows and click on the link shown there.

If you do not see any links available for the event you would like to attend, it may not be available for booking yet or it may no longer be available. Typically, the annual booking process begins sometime in February each year. Please call us if you have any questions in this regard.


BOOTH APPLICATION

A new page will open. Please take a moment to thoroughly read the information provided regarding exhibiting at this particular event.

Information contained on this page will include:• Exhibit dates and hours• Links to Superior Show Services forms which

need to be submitted for additional lighting and booth rental equipment after application is accepted

• Exhibitor Manual - which outlines all the requirements for while you are at Spruce Meadows in your booth space

• Links to layouts for all available spaces - both indoor and outdoor

• And finally a link to Apply for Space



BOOTH APPLICATION If you are a Returning Exhibitorcontinue with these instructions.Not a returning exhibitor, proceed to step 6 on page 6.

If you have exhibited at Spruce Meadows within the last three years we will have your company information on our system already. Please submit the email address we have on file within the space provided.

If our system is unable to find your email address, please call 403.974.4249 or 403.974.4263 as the information we have on file for you may be incorrect. Creating a new account is not necessary.

If your email is recognized you will be re-directed to a page informing you that an email has been sent to that address with a link to continue your booking process. The email will come from [email protected] - check your junk mail box in case your server didn’t recognize our email address and sent it there. Move the email to your inbox if found in the Junk Mail box otherwise the links will not work.

Within your email you will see a link (seen in the diagram in blue, underlined text) - click on this link. This link will provide you direct access to your account with Spruce Meadows.



BOOTH APPLICATION The website page will be populated with the information that Spruce Meadows has on file for your company. If anything needs revision, please feel free to revise your contact information or product description here.

You may also notice your sample photos at the bottom of the page.

If you don’t have any photos here, you will be unable to proceed to the next step without photos populating at least one of these fields. Please proceed to upload at least one photo by clicking on the Browse button, finding the photos on your computer and attaching them here. Images must be less than 2MB and in .jpeg, .png or .gif format.

These photos may be used for promotional material so we recommend you use close-up shots of your product which are of a professional nature whenever possible.

You are also welcome to upload NEW photos if you so wish.

All required information must be completed before you will be allowed to proceed to the next step.

Be sure to click the box at the bottom stating “Please read and accept the terms and conditions before you continue”

Proceed to Step 7 on page 8.



BOOTH APPLICATION 06STEP

If you are a New Exhibitor continue with these instructions.

If you have not exhibited at Spruce Meadows within the last three years, you will need to disregard the email required in the blue box and proceed to the lower portion of this page.

Please fill in the fields in the gray portion of the form - all fields with a * are required and will not let you proceed until filled out.

If your application is accepted, the information collected from this page will be featured on our “Shopping” pages on the Spruce Meadows website so please make sure all the information is accurate. Please keep the words you place in the “Product Description” box as brief as possible and that all grammar and spelling is correct.

You are welcome to provide further details about your product, or any special requests for the Exhibit Team, in the “Any other comments ...” box featured at the bottom of this page.



BOOTH APPLICATION Product Photos: Photos of your product MUST be attached to this application in order for you to move forward.

You will be unable to proceed to the next step without photos populating at least one of these fields. Find your photos by clicking on the Browse button, locate where you have your photos saved on your computer and attach a minimum of one photo (one per Sample Photo position). Image files must be less than 2MB and in .jpeg, .png or .gif format.

These photos may be used for promotional material so we recommend you use close-up shots of your product which are of a professional nature whenever possible.

Please contact us if you have any problems uploading these files.

Be sure to accept the terms and conditions in order to proceed to step 7.



BOOTH APPLICATION You will now select the event at which you would like to exhibit, the venue and the specific booth(s) you wish to have.

(1) Select an event and

(2) then an available venue at that event and then

(3) click on “Load Booth Map”

07STEP



BOOTH APPLICATION

The map of the venue you selected will now appear on your screen. If you are ever uncertain which event and venue you are currently looking at, it will be labeled under the ‘Event Map and Booth Layout” header in the map.

By moving your mouse over the dots in front of each of the booths a blue description box will popup indicating the booth size and cost. By clicking on “Detail” the following box will also pop up - simply click on the blue “x” in the right corner to close this box.

Select “Purchase” and that booth will immediately move to your “cart” in the right column - you will notice that the event, venue, booth and price are all noted in the blue box in your cart. If you want to change you mind and at any point want to remove an item from your cart, simply click on the “x” in the upper right corner of the cart item.

Is this the only booth you would like to apply for? If so, select “Finalize Purchase” button. If you would like to apply for more space or another event, see next page.



BOOTH APPLICATION Would you like to apply for more events/booths now?

Simply add another event/booth to your cart by clicking on “Event” in the upper right corner, select your next event, then the “Venue”. Repeat all steps from 7 on the previous page.

As you add booths, more blue booth spaces will be listed in your cart on the right of the page. Each will have selected booths detailed in each selection.

Once you are finished selecting all your booths, select “Finalize Purchase” button.

08STEP



BOOTH APPLICATION 09STEP

Please provide your payment information on this page. Your payment will not be processed until your Booth Space Application has been juried by management and accepted. Once all your payment information is supplied and you have taken a moment to read the Terms and Conditions as well as all the text under the “Help” heading toward the bottom of the page, please select the green “Request Booth Space Now”.

You will receive an automatic confirmation number from our site. This number indicates that you have successfully submitted an application for Spruce Meadows’ consideration.

A representative from the Spruce Meadows Exhibits Team will contact you if your application has been accepted.

Troubleshooting TipsUsing an iPad or iPhone? While our ticketing system does work on both the Mac and PC platforms, you may

have some difficulties with the flash elements of our website on your iPad and iPhone

R

403.974.4249 or 403.974.4263www.sprucemeadows.com

EXHIBITS PROGRAM SPACE APPLICATION GUIDE...and booth rental equipment after application is accepted...

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