Trade Show “Welcome Bag” Facts

WELCOME BAG PROGRAM

 The Executive Board renewed the discussion from the September full-board meeting on changing the name for the Survival Bags to the Welcome Bags. Members of the Executive Board agreed that this is a good change and more reflects the meaning of what the bags are for -- that is to WELCOME the early birds to the show and to thank them for standing in line to be among the select buyers to obtain these bags full of FREE gifts, discount offers, coupons, etc. So remember when we're asking for donations, think about the bag that is welcoming your patrons to your booths. And buyers, be sure to thank the vendors for their participation. It's important to all concerned to take advantage of this unique opportunity.

January 28 – 30, 2012 – AETA International Trade Show

Greater Philadelphia Expo Center, Oaks, PA

Welcome Bags -proven to get buyers to the show and buying early!

Get ahead of the “pack” with this special marketing opportunity.

On Saturday and Sunday, the first 150 buyers each day to arrive at the show will receive an AETA tote bag full of useful and attractive items donated by the exhibitors. On Monday, the first 100 buyers to arrive receive bags. That’s a total of 400 value-packed bags during the three-day show! 

RAISE YOUR VISIBILITY AT THE TRADE SHOW

All exhibitors are eligible to participate!

• The initial donation must have a minimum wholesale value of $50.  This donation can be 50 or more of small-valued items (example: key chains, pens, mugs, hand-wipes, candy, etc) or several larger-valued items such as saddle pads, helmets, or apparel, as long as the total value is at least $50 wholesale.  Use your imagination to help us drive traffic to your exhibit! 

• Once you have met the minimum donation, a promotional offer for your company may be included. Examples include: printed discount certificates or promotional flyers with a minimum size of 8.5” x 11”. 

WHAT DOES AETA NEED?

• Small-value items to fill 400 bags in multiples of 50 or more if possible.  ‘We encourage you to attach a business card to each item if the item is not imprinted with your company name or logo.

• AETA encourages donations including at least one larger-value item so that each promotional bag will include one.  For items too large for the bags, you can create a voucher that will direct the buyer to your booth for redemption.  If requested, AETA will create a 4” x 6” text-only prize voucher for you.

HOW WILL AETA ACKNOWLEDGE YOU?

Your participation will be promoted on the AETA website, in the AETA newsletter, and on special Logo signage at the show entrance and in pre- and post-show publicity.   

CONTRIBUTION DEADLINE

Submit your Contribution Form Contribution Form to the AETA office by 5 PM, January 10, 2012.

Donated Items shipped to the AETA office must arrive by January 13, 2012. Donations not shipped must be delivered to our team of volunteers at the greater Philadelphia Expo Center by 9:00 AM Friday, January 27, 2012. If you anticipate difficulty meeting the deadline or getting your items to the AETA office, please contact Cassie at the AETA office in advance of the deadline: 610-444-2025.

Welcome Bags FAQs

Q: How do I meet the minimum donation?

A: The minimum donation is $50 wholesale value – how you meet that donation is up to you.  You can donate any combination of items to make up this $50, from one $50 item to two $25 items or 50 $1 items.  AETA would appreciate a spread of items of that we can try to include at least one larger-value item in all the bags and a robust selection of smaller donations. Ultimately, however, the exhibitor decides how to structure their donation to get the best results from the program for their company.

Q: When and where do I drop-off my donations?

A:  Items shipped to the AETA office should arrive by January 13, 2012. Donated items delivered to the team at the Great Philadelphia Expo Center need to arrive by 9:00 AM Friday, January 27, 2012.  Please contact Cassie at the AETA office with any questions: 610-444-2025.

Q: How do you handle large items that will not fit in the tote bags?

A:  In the case of large, bulky items or more expensive donations, AETA generally recommends that a voucher certificate be put in the special ‘red envelope’ that goes in each bag and instructs the prize winner to visit the company’s booth to claim their prize.  You are encouraged to be creative and do your own voucher.  However, the AETA office will create a 4” x 6” text-only voucher for you if requested. Some of our exhibitors have specified in the past that they will ship the prize to the winning buyer to allow size/color choice and to avoid bringing extra items to the show.  However, we will certainly put the item directly in the bag if that is preferred (as long as it fits!).  

Q: I meet the minimum donation and want to also put promotional flyers in the 400 bags.  Do you create those?

A: No, it is the responsibility of the company to create and deliver their own promotional literature.  To track the effectiveness, include a code on the promotional piece that in the future can be traced back to the show.  

Q: Do you have any tips on promotions that have worked in the past?

A:  The success of any promotion depends on the appeal to the buyer.  Be creative!  In the past exhibitors have provided such things as one of a pair of gloves or socks with an attached note directing the buyer to the the exhibitor’s booth to obtain the second item of the pair.  Another popular promotion was an offer to match AETA Bucks with a discount.   

Q: Can I provide specific flyers or giveaways for each day?

A: Unfortunately, we cannot segregate the offers in the bags based on the day they will be handed out.  However, it would be possible to do different offers by printing a flyer that explains the specific offers for each day.  For example, if an exhibitor wanted to give away a specific item each morning to the first person to ask for the offer at the booth, they could print up a flyer showing all the offers and include it in all 400 bags.  

Q: Can you limit the bags to one per store?

A: AETA requests that buyers only pickup one Welcome Bag but this is not something that we can easily police.  We can recommend limiting your offers to one per store and in-person pickup only.  This helps to cut down on people collecting multiple cards for the same giveaway.

Questions…please contact us at our new AETA headquarters:

American Equestrian Trade Association

107 West Street Road

Kennett Square, PA 19348-1613 

Phone: 610.444.2025 | Fax: 610.444.2027

Email: info@aeta.us  |  Website: www.aeta.us