Help with planning our next Frog and reptile expo

[wallflowergirl]

Hi all,
I've been absent for a while I know. I've been sick and busy and not able to spend much time online. My partner Ruth (mouseinamilkbottle) has kept me up to date with all that's going on.

Now, somehow we managed to end up in the organising group for our next local (Newcastle and Hunter NSW, Australia) Frog and Reptile Expo. (okay, so I signed us up,but I can't be blamed )
We've found a great venue that is so much better than past years, its under cover and temperature controlled so all is good there. It's also not till next March so we have plenty of time to plan and get things sorted.

I just wanted some feedback from people as to what they would want to see in a show. It's not got a huge budget as we're a non profit organisation.
We are spending quite a bit on the venue but we feel that with the amount of exhibitors we have got in past years when it was outside that we should be able to more than cover the cost of it with that and then we'll have gate takings to raise some money for more awareness posters.

We are fairly sure we can get permission from National Parks to let us sell reptiles from one licenced keeper/breeder to another so that will encourage more visitors. We will also have a best in show competition and hopefully be able to get someone with an exhibition licence to have reptile shows where they get reptiles out of the cages and kids can pat them and so on. Our club isn't allowed one of these licences so our blueys will stay locked up in the best in show exhibition.

We have plenty of room so ther should be much better access that I've found in a few other shows. (When you have to walk around on crutches or with a cane you notice these things more) and great carparks so that should be a bonus.

OKay so here's my list so far of what we could include in the show can people let me know what they think and if they have any other suggestions?

Events
• Keeping frogs and reptiles in captivity information session:- info on licensing, basic needs, enclosures available, feeding, relative care levels.
• Building an outside enclosure for frogs and reptiles:- maybe sponsored by Bunnings.
• Health of frogs and reptiles:- Maybe with a vet talking about common health problems like mites or mbd, nutrition.
• (video?) of great set ups for different frogs and reptiles, photos or video showing what you need in the enclosures, how to make them look good and average costs.
• SOFAR information short video to play occasionally
• Possibility of running a frog and reptile themed art and photography competition with winners displayed at the expo? Contact art groups in area etc.
• Have frog/reptile exhibitions with hands on stuff
• Talk on how to attract frogs and native wildlife to your garden

possible sponsers, donators of prizes, raffles etc
*Bunnings
* Taronga Zoo
* Oakvale Farm
* Hunter Valley Zoo
* Featherdale Wildlife Park
* Australian Reptile Park
* Magazines, a couple of issues to give away in packs
* Pet stores for vouchers or merchandise
* Councils
* National Parks for the backyard buddies leaflets
* Catherine Vale wines
* Bluetongue Breweries (they may want a stand even if they don’t want to donate.)

Also if there's something you'd like to see at a show or something you've seen done wrong at another show can you please let me know.
Thanks heaps
Em

[Lisa]

The things I like to see is lots of animals and lots of different types of animals. Then, I like to see different and varied products available, things I can't buy in the shops. I like room to move, and plenty of room to view the displays rather than staring at the back of the person in front of me hogging said display, I like to munch on food and have a drink while wandering, and I like a nice, clean toilet for just before I leave!

I've only been to one, and my biggest gripe was that it just seemed disorganised, but then it's not like it was event managed so you live with these things. Perhaps they could have had a trial run the week before so that people knew where to set up and the space available to them? It was like everyone was crammed into one part of the hall, and then on the other side there was all this wasted space. Probly because exhibitors didn't turn up, so space allocation may have to be worked out on the day.

I think you should talk to the people who hosted the recent one at Minto, and the one at Castle Hill or even the people who did the Melb one last year.

I would guess that you would have to take out insurance, and that may be pretty hefty.

I know you've said you've got a venue in mind, but make sure it's accessible in that it has car spaces and you can get to it by public transport. You know what Sydneysiders are like, if it's more than a half hour journey then they think it's like travelling beyond the Black Stump.

And make sure it doesn't co-incide with any other major events like footy finals or other expos or major cityrail trackwork. Running a minivan from the nearest train station or bus stop might be attractive to some people who don't have cars.

Also, if you do have displays where people get to vote, make sure the ground rules are adhered to. At the Minto one, the rules said your animal had to be in a certain type of tank with only paper as a substrate etc, yet there were some pretty elaborate setups and I felt bad for those who has stuck to the rules because theirs just didn't look as nice.

When it comes to products, try and get those involved that have something unique and interesting to offer, rather than just the usual petshop food bowls and fake vines and the like. Get people who make their own stuff or something you can't buy in shops. When I go to an expo, any kind, I hate it when it's the same old stuff I can get at the shops, and usually cheaper too.

I don't know how you'll go with the big guns like Bunnings and the Zoo and that (they may be bound by their constitution not to sponsor private events) but local petstores and produce suppliers may welcome the opportunity to flog their business, even if they have to pay a small fee. Maybe approach some of the business banners on sites like Aussiepythons and Aus reptiles online etc.

Just my thoughts! I used to do event management years and years ago and it's a really crappy job that attracts those who failed as a checkout chick or at Maccas so I don't envy you! Good luck and I look forward to attending. We just don't have enough reptile shows in Australia. And I'd love to enter one of my kiddies in a comp!! Maybe Ralphie the amazing poo machine, or Santos - able to leap tall tanks in a single bound, or Jubby can do a catwalk run

[wallflowergirl]

Thanks Lisa, that's a lot of great info.
The venue is great, it's all on one level and very dissability/pram friendly. I made sure of this as I use a cane and trying to get around the Castle Hill show was awful.
This place is very open plan with seats around so you can sit and rest. (something else missing from the Castle Hill one) There will be plenty of great toilets, not the portaloo type ones as this is a race club normally and hold big race days there so they normally cater for large groups of people.
There will be food and drink avaliable at reasonable prices but people can also bring a picnic. There are heaps of picnic tables outside on the grassed area. We will also have a jumping castle and stuff for the kiddies.
There are 2 big carparks that are paved so no muddy walks if it's bad weather.
The jockey club if quite near the station so it shouldn't be hard to get to and the roads are pretty good.
The van from the station is a good idea. I'll bring it up at the next meeting.

We are hopeing to attract a wide variety of stall holders with different stuff but I guess it all depends on who comes.
We hope that we'll have lots of babies to sell (as long as we can get the permission from National Parks)
We planed on having a display of animals, pretty much the ones that were owned by our group members but you have to get an exhibition licence to do that so the way to get around it is to make it a competition. We're not sure on the pizes yet and all but there's plenty of time to plan it.
They are developing rules for the competition and a form you have to sign to enter so if you don't abide by the rules you can be disqualified. We also have to have strict hygiene guidelines.

As for exhibitors, they will be paying for the dites before the day so I can't imagine too many not turning up. I know this year we had trouble with this but it was outside and people didn't want to turn up if the weather was bad. This time we're all enclosed in an area that is sheltered but you can open up the glass areas to let air through. Nothing worse than a crowded and stuffy venue.
We will have powered and non powered sites and we have access to the venue for the two days before hand to make sure every one fits well.

Our herp society has public liability and so does the venue but we are looking into any loopholes that can be found.

As for products, I know alot of the clubs sponsers like pet barn and The Hydro Shop will have stalls again and they give show discounts, was 10% last year. We are sending out invites to many companies. I know I'm going to be selling framed reptile prints and jewellery and hopefully T-shirts. I'll check out all the shops I can find online but if anyone knows of any products that are different then give me a heads up.

I don't know about bunnings but someone at Taronga was keen to help, even if it was just to donate a family pass or something. I know the Australian Reptile park works with our group alot as we get free entry into their park.
I don't think Bluetongue Brewery will help as they have specific non profit groups that they support.

We'd love to see you there Lisa and any one else who can make it. I'll keep this updated with new details when we get them. I'd love to make this a great show.

[KyleWeiss]

I'd be open to a couple of round-trip plane tickets to test out the event!

KW

[thesilverbeast]

no no, pick me, im closer and cheaper!! lol

[KyleWeiss]

But... I'm Kyle Weiss. It's almost unfair to compete, so when I get the tickets, if anything comes up, I'll keep you in mind, beast...

KW

[Shellyjean]

Don't forget advertising in the right areas.

Also if you need a website for info, just holler at me. I've got plenty of space and I get you one set up free.

[Zach]

But... I'm Kyle Weiss.

Match point Kyle!

[Arkangel]

Don't forget advertising in the right areas.

Good point. I think this is the most critical factor for a successful show. If people don't hear about it, they won't show. Unless this is an annual event and people mob the place like they do around here. The shows in my area are so crowded you can't see anything but the back of the head in front of you. And they are mostly vendors just hawking their wares and animals. Your expo sounds much more dynamic! Good luck!

[Shellyjean]

Don't forget advertising in the right areas.

Good point. I think this is the most critical factor for a successful show. If people don't hear about it, they won't show. Unless this is an annual event and people mob the place like they do around here. The shows in my area are so crowded you can't see anything but the back of the head in front of you. And they are mostly vendors just hawking their wares and animals. Your expo sounds much more dynamic! Good luck!

A "mom & pops" pet shop tried to have one here one year but it flopped for the simple fact that there was very little advertising. I think it would have had a great turnout and maybe even become an annual event had they gotten the word out better. Instead it was just a one shot deal.

[Zach]

I suppose they advtertise pretty well for the one here in Eugene, but I've never been impressed. It's basically just a pet shop; not even very big...and it costs FIVE bucks!

What do you think, DT?

[KyleWeiss]

But... I'm Kyle Weiss.

Match point Kyle!

I guess you're right; strong enough argument.

KW

[wallflowergirl]

We are getting our advertising campaign up and going before October which is when Breeding generally starts.
The expo isn't until next March when we will have babies but it's still warm enough for the reptiles not to have gone to ground.
We are contacting all the herp groups for most of the state because if we have sales then we'll probably get a lot of people from there, they can also come and have a stall and sell thier animals. (As long as we get permission from National Parks)
We are also cotacting lots of pet shops and the specialty shops that deal with herp stuff.
Umm we will be advertising in the reptile mags and on websites and all around the area in shops and vets etc.
We are getting a press release made up nearer to the event to get out to all the local papers, TV stations and radios. We are also tryign to get a few local celebs to pose with reptiles so we can get photos as we have more chance of getting our release in if there's demand for it.
We should, if this one goes off okay (unlike last years that was at a different place) be able to make it an annual event at the same place and around the same time so hopefully it will build.

PLease let me know if anyone knows of any different or unusual products that can be included or people who would donate some time to talk about reptile awareness.

We are a non proffit organisation and hopefully we will be able to raise money to make more awareness posters and such as the average camper may find it hard to tell the difference between a poisonus snake and a harmless one or a lizard.
Also We need to get the message out that groups like ours and WIRES rescue animals and who to contact if they find something.

Shellyjean:

Don't forget advertising in the right areas.

Also if you need a website for info, just holler at me. I've got plenty of space and I get you one set up free.

Thankyou. That is a really kind offer. We have a website (<a href="http://www2.hunterlink.net.au/~sofar/index.htm">)
which is a little run down at the moment but I'm hopeing to take it over after the june board ellections and get something done with it.
hmm I wonder if we can get someone to donate a domain name. I'll get it linked to anyway. Get a big page up for the show with up to date information.

Oh for a bit extra the venue we're hireing is going to supply lots of palm trees and ferns and stuff to get the place looking a bit tropical. Sounds good, especially as they do the setting up and cleaning up and supply the tables.

[wallflowergirl]

Also, out here, well at least in NSW you can't sell reptiles in pet shops, even to licenced people. We should be able to get permission to sell animals to people who bring thier licence.

[Dragontears]

I suppose they advtertise pretty well for the one here in Eugene, but I've never been impressed. It's basically just a pet shop; not even very big...and it costs FIVE bucks!

What do you think, DT?

I've only been the one time and I wasn't too impressed, but they don't advertise very well for people that don't live in Eugene, so I haven't been back.

The Hillsboro one is so much better anyway.

[KyleWeiss]

Is Zach's dramatizing of the "FIVE bucks!" mean "expensive," or "cheap?"

I don't go to reptile shows often.

KW

[Dragontears]

Zach is calling $5 expensive considering the lameness of the show. The Hillsboro one is $7 or $8 and worth it.

[KyleWeiss]

Like most expos, then. They'll rent a huge space and fill 10% of it, charge a poopton. Simply because the organizers are idiots, or didn't plan well enough in advance, they make the people pay. Usually they'll set up the shows so you can't see them from the outside in cases like that. Bird shows and gun shows do that sometimes.

KW

[Zach]

The gun show here is great, but also costs $5. I hate spending money to get somewhere to spend money.

[KyleWeiss]

$5 is a deal, tightwad, every gun show in Reno is $10.

KW