Hello Showcase Bloomington Exhibitor!
On behalf of all of the team at the Greater Bloomington Chamber of Commerce, we are SO excited to have you as one of the exhibitors at Showcase Bloomington this year! Thank you for participating in this opportunity. The Chamber will be sending information in the weeks leading up to Showcase Bloomington. Please make sure to look for that communication! However, we wanted a space for you to go for any information you may need. Please watch for updates!
On behalf of all of the team at the Greater Bloomington Chamber of Commerce, we are SO excited to have you as one of the exhibitors at Showcase Bloomington this year! Thank you for participating in this opportunity. The Chamber will be sending information in the weeks leading up to Showcase Bloomington. Please make sure to look for that communication! However, we wanted a space for you to go for any information you may need. Please watch for updates!
Event Details
- Date: Thursday, May 30th
- Time of the event: 5:00-8:00pm
- Location: Switchyard Park Pavilion and Pavilion Lawn
- 1601 S. Rogers Street, Bloomington
Showcase Bloomington, formerly known as PrimeTime, is a vibrant celebration of the very heart and soul of our community. This exuberant festival brings together the best of Bloomington's food, music, and entrepreneurial spirit, creating an electrifying atmosphere where local culture and business thrive.
At the core of Showcase Bloomington is the unity and diversity of our community. It's a gathering place for everyone – from families seeking a fun day out, to food enthusiasts eager to taste local culinary delights, and music lovers ready to groove to the rhythms of local bands. Entrepreneurs and business owners find it an invaluable platform to display their innovations and connect with potential customers, while industry leaders and influencers get a firsthand look at the emerging trends within our vibrant local economy.
Whether you're looking to connect with the community, discover the latest local trends, enjoy fantastic food and music, or just experience the dynamic energy of Bloomington, this event is where you need to be. Join us as we celebrate the best of Bloomington, where every moment is an opportunity to connect, enjoy, and truly showcase what makes our community great.
Prior to the Event
You will be receiving information from the Chamber in the weeks leading up to Showcase Bloomington. Please make sure to look for this communication!
Booth Information
Your organization will be given a 6-foot table, a black linen, and two chairs for the inside of the pavilion, provided by the Chamber. Your table will face the “walkways” in the pavilion. You can see what the inside looks like from this initial floor plan. You may choose to decorate your table how you would like but know there won’t be much “wiggle room” for the sides of the table.
You will be assigned a booth based on the preference you filled out during registration. That way, those who are in need of electricity can be near an outlet, premium paying registrations and event sponsors get premium placement, and so that we can keep businesses in the same industry in different parts of the event. You will receive those assignments mid-May via email along with the map of where you will be at. THE LOCATION OF YOUR BOOTH IS FINAL AND CANNOT BE CHANGED!!!!
You will be assigned a booth based on the preference you filled out during registration. That way, those who are in need of electricity can be near an outlet, premium paying registrations and event sponsors get premium placement, and so that we can keep businesses in the same industry in different parts of the event. You will receive those assignments mid-May via email along with the map of where you will be at. THE LOCATION OF YOUR BOOTH IS FINAL AND CANNOT BE CHANGED!!!!
Promotion of the Event
To promote your presence at Showcase Bloomington, please use any of the images provided on your social media platforms. Make sure to use the hashtags #ChamberBloom and #ShowcaseBloomington, and tag the Chamber (@ChamberBloom) for us to re-share it, on your company's social media accounts! You may also use the flyer provided to add to your door if you will have a booth there!
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Planning for your Booth
What should you bring?
- GIVEAWAYS!!
- Branded promotional items
- Branded tablecloth
- Information about your business
- Refillable water bottles (these can be filled up at the restrooms)
- Outside Vendors:
- Pop-up tent
- Hand-held fans
- Crafts
- Items to sell
- Food or beverages for the public (We have specific food/beverage vendors pre-determined)
- No open flames, paint, confetti, or glitter
- Nothing that would require tape, nails, screws, etc. to hang signage (Free standing signage or the use of suction cups to hold signage is allowed)
- Inside Vendors:
- Pop-up tent
Day of the Event
Arrival
You can arrive as early as 1:00pm. This year, we will be having an exhibitor social prior to the event inside the pavilion starting at 4:00pm. This will give you an opportunity to talk to the other exhibitors and see their booths prior to the community event. Please be completely set up by 4:00pm if you plan on attending this.
Use the Rogers Street entrance to Switchyard Park, follow signage outside the entrance. Please check in at the registration table upon arrival and pick up your exhibitor packet which includes set up information, a table map, ‘We’re Hiring!’ buttons (if you indicated that you are hiring) etc. before you unload or start setting up. You will be directed to your booth at that time.
Use the Rogers Street entrance to Switchyard Park, follow signage outside the entrance. Please check in at the registration table upon arrival and pick up your exhibitor packet which includes set up information, a table map, ‘We’re Hiring!’ buttons (if you indicated that you are hiring) etc. before you unload or start setting up. You will be directed to your booth at that time.
Unloading
Pull your vehicle right up to the west side of the pavilion for easy unloading. Please be respectful when unloading your vehicle and move to the parking area as soon as you have finished so others can have access. See the map for the access point.
Best practices tip: We highly recommend bringing a wagon to help with this process.
Best practices tip: We highly recommend bringing a wagon to help with this process.
Setting Up
Black linens will be provided for each table if you indicated in registration that you need one; bring your own branded linens with you and whatever you need for a great display! Please be respectful of your neighbor, especially if you are sharing a booth. Electrical outlets are readily available at Switchyard for inside vendors; please bring your own extension cords. Vendors that are outside can still use electrical outlets, just bring long extension cords, and mats to cover the extension cords.
Please consider hosting your OWN raffle drawing, it is a great way to draw in a select audience. You are responsible for contacting the winner after the event is over. Please let us know if you will be having a raffle prize, and we will provide you with a raffle bucket. Tickets will NOT be provided by the Chamber. The Chamber will NOT be hosting its own raffle at the end of the evening.
Please consider hosting your OWN raffle drawing, it is a great way to draw in a select audience. You are responsible for contacting the winner after the event is over. Please let us know if you will be having a raffle prize, and we will provide you with a raffle bucket. Tickets will NOT be provided by the Chamber. The Chamber will NOT be hosting its own raffle at the end of the evening.
Exhibitor Social
This year, we are introducing an exhibitor social! This will allow you to meet the other exhibitors participating before the community arrives. We will have beer/wine available for purchase during this time. Any alcohol MUST be kept inside the pavilion or the fenced outside lounge. Carry-out is strictly forbidden. This social will be inside the pavilion 4:00-4:50pm.
Wi-Fi
The City of Bloomington provides free wi-fi to vendors and guests during the event. No password needed.
Phone Numbers
Phone numbers will be available on the website 24 hours prior to the event.
Kaytee Lorentzen
Kaytee Lorentzen
Parking
Once set up, please move your vehicle to the vendor parking area, which will be in the Warehouse parking lot!
Tear Down
You must stay set up until the conclusion of the event at 8:00pm. At 8:00pm you can tear down. Please keep the black linen provided on the table. After 8:00pm, you can bring your vehicle up to the pavilion for loading. Please take out everything you brought in. You will need to be done tearing down before 9:00pm.
For Sponsors
For Inside Pavilion Exhibitors
The Chamber will contact you to verify the following a few weeks prior to the event:
- Inside Booth preference
- Need electricity?
- Hiring?
- Having a raffle prize at booth?
- Are you bringing your own linen or would you like the Chamber to provide one?
For Outside on Pavilion Lawn Exhibitors
The Chamber will contact you to verify the following a few weeks prior to the event:
- Outside Booth preference
- Need electricity?
- Hiring?
- Having a raffle prize at booth?
- Are you bringing a pop-up tent?
- Are you bringing your own linen or would you like the Chamber to provide one?
For Alcohol Exhibitors
ANY and ALL persons dispensing or accepting payment for alcoholic beverages MUST POSSESS a valid ATC employee permit. During the event, the employee must be able to produce and verify their valid ATC employee permit with Chamber staff and/or the health department or law enforcement.
If your employees don't have a valid ATC employee permit, please have them submit their application at: www.in.gov/atc/alcohol-permit-resources/alcohol-permit-applications-and-forms/#Online_Application_for_Individual_Permits
You will need to be ready to serve at 4:00pm for the exhibitor social, when the permit begins. All alcohol sales must be done BEFORE 8:00pm.
There is no ice machine or freezer on site. Ice cannot be stored in the Pavilions refrigerator.
Alcohol vendors will be located on both the east and west side of the pavilion with a portable bar and from the kitchen window. Alcohol will be allowed to be carried throughout the Pavilion and in the outside gated area (Outside Lounge Area). We will have security checking IDs at the entrance to the Outside Lounge area entrance and to the event through the main entrance. Attendees who have had their IDs checked will have blue wristbands given to them by security. We will provide a few for your stations as well if you need to check their ID.
Please do not break your table down until the event is over, even if you run out of food/drinks. You may arrive as early as 1:00pm and need to be set up no later than 4:00pm. All vendors must keep their booth/table open until 8:00pm.
If your employees don't have a valid ATC employee permit, please have them submit their application at: www.in.gov/atc/alcohol-permit-resources/alcohol-permit-applications-and-forms/#Online_Application_for_Individual_Permits
You will need to be ready to serve at 4:00pm for the exhibitor social, when the permit begins. All alcohol sales must be done BEFORE 8:00pm.
There is no ice machine or freezer on site. Ice cannot be stored in the Pavilions refrigerator.
Alcohol vendors will be located on both the east and west side of the pavilion with a portable bar and from the kitchen window. Alcohol will be allowed to be carried throughout the Pavilion and in the outside gated area (Outside Lounge Area). We will have security checking IDs at the entrance to the Outside Lounge area entrance and to the event through the main entrance. Attendees who have had their IDs checked will have blue wristbands given to them by security. We will provide a few for your stations as well if you need to check their ID.
Please do not break your table down until the event is over, even if you run out of food/drinks. You may arrive as early as 1:00pm and need to be set up no later than 4:00pm. All vendors must keep their booth/table open until 8:00pm.
For Food Exhibitors
In compliance with the Monroe County Health Department, although you are a vendor that has food, since you won't be selling these items and will be samples, with the Chamber being a non-profit organization, you will not need to fill out additional paperwork. However, you will need to have a handwashing station at your booth. Photos of examples are provided below.
All food and beverage vendors will receive 8’ front and 8’ back table with black linen. Pipe and drape will be there to separate your booths from one another for the food vendors. You will still need to check in to verify that you are following Health Department protocols (i.e. warmers, hand washing station, etc.) prior to unloading and setting up.
Please do not break your table down until the event is over, even if you run out of food/drinks. You may arrive as early as 1:00pm and need to be set up no later than 4:00pm. All vendors must keep their booth/table open until 8:00pm.
Food vendors enter through the west side of the pavilion. Your samples may be stored in the kitchen on the east side of the Pavilion. Please check in with the registration table before setting up. Set up must be complete by 4:00pm.
The Pavilion has a caterer's kitchen. No oven or stove. There is a commercial warmer, a commercial double-door refrigerator, a three compartment sink, and a handwashing sink.
All food and beverage vendors will receive 8’ front and 8’ back table with black linen. Pipe and drape will be there to separate your booths from one another for the food vendors. You will still need to check in to verify that you are following Health Department protocols (i.e. warmers, hand washing station, etc.) prior to unloading and setting up.
Please do not break your table down until the event is over, even if you run out of food/drinks. You may arrive as early as 1:00pm and need to be set up no later than 4:00pm. All vendors must keep their booth/table open until 8:00pm.
Food vendors enter through the west side of the pavilion. Your samples may be stored in the kitchen on the east side of the Pavilion. Please check in with the registration table before setting up. Set up must be complete by 4:00pm.
The Pavilion has a caterer's kitchen. No oven or stove. There is a commercial warmer, a commercial double-door refrigerator, a three compartment sink, and a handwashing sink.
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For Entertainment Exhibitors
The Chamber will contact you to set up your scheduled time.
Please let me know what kind of equipment you plan to bring and what is necessary for you to perform for 30 minutes as soon as possible so I know what I will still need to rent. There will be a PA system with two wireless microphones provided by DJ Cruze CTRL for the event. You can connect to the mixer by RCA or quarter-inch auxiliary cable for your performance. If you need to bring any additional items, please let me know as soon as possible.
When should I be set up by?
If you would like to attend the exhibitor social, you need to be completely set up by 4:00pm. If you would not like to attend the exhibitor social, you need to be completely set up by 4:30pm if you are utilizing your exhibitor table. Otherwise, you will need to arrive no later than 30 minutes before your set. Any announcements from the Chamber will be made at 4:30pm, and your attendance will be required for any last-minute details or changes. I will let you know what that final schedule looks like by the end of next week.
When can I tear down?
If you do not utilize the exhibitor table option, you may leave as soon as your performance is complete. If you are using the table option, you must stay set up until the conclusion of the event at 8:00pm. At 8:00pm you can tear down. Please take out everything you brought in. You will need to be done tearing down before 9:00pm.
Schedule for Entertainment
5:00pm – Entertainment #1 begins (Stardance Band)
5:15pm – Announcements from stage
5:35pm - Entertainment #1 ends
5:45pm - Entertainment #2 begins (TruMusiq)
6:20pm - Entertainment #2 ends
6:25pm – Announcements from stage
6:30pm - Entertainment #3 begins (Derrick & Olivia)
7:05pm - Entertainment #3 ends
7:10pm – Announcements from stage
7:15pm - Entertainment #4 begins (DJ Cruze CTRL)
7:50pm - Entertainment #4 ends
7:55pm – Ending announcements
Due dates:
Please let me know what kind of equipment you plan to bring and what is necessary for you to perform for 30 minutes as soon as possible so I know what I will still need to rent. There will be a PA system with two wireless microphones provided by DJ Cruze CTRL for the event. You can connect to the mixer by RCA or quarter-inch auxiliary cable for your performance. If you need to bring any additional items, please let me know as soon as possible.
When should I be set up by?
If you would like to attend the exhibitor social, you need to be completely set up by 4:00pm. If you would not like to attend the exhibitor social, you need to be completely set up by 4:30pm if you are utilizing your exhibitor table. Otherwise, you will need to arrive no later than 30 minutes before your set. Any announcements from the Chamber will be made at 4:30pm, and your attendance will be required for any last-minute details or changes. I will let you know what that final schedule looks like by the end of next week.
When can I tear down?
If you do not utilize the exhibitor table option, you may leave as soon as your performance is complete. If you are using the table option, you must stay set up until the conclusion of the event at 8:00pm. At 8:00pm you can tear down. Please take out everything you brought in. You will need to be done tearing down before 9:00pm.
Schedule for Entertainment
5:00pm – Entertainment #1 begins (Stardance Band)
5:15pm – Announcements from stage
5:35pm - Entertainment #1 ends
5:45pm - Entertainment #2 begins (TruMusiq)
6:20pm - Entertainment #2 ends
6:25pm – Announcements from stage
6:30pm - Entertainment #3 begins (Derrick & Olivia)
7:05pm - Entertainment #3 ends
7:10pm – Announcements from stage
7:15pm - Entertainment #4 begins (DJ Cruze CTRL)
7:50pm - Entertainment #4 ends
7:55pm – Ending announcements
Due dates:
- Monday, April 8th 5:00pm - Table decision due to Kaytee
- Monday, April 15th - What you will be bringing equipment wise, what do you still need information due to Kaytee
FAQs
What should you bring?
- GIVEAWAYS!!
- Branded promotional items
- Branded tablecloth
- Information about your business
- Refillable water bottle
What should you not bring?
- Crafts
- Items to sell
- Food or beverages for the public (We have specific food/beverage vendors pre-determined)
- No open flames, paint, confetti, or glitter
- Nothing that would require tape, nails, screws, etc. to hang signage (Free standing signage or the use of suction cuts to hold signage is allowed)
Can we put decorations up inside the pavilion?
Free-standing signage or the use of suction cups/magnets to hold signage is allowed inside the Pavilion the day of the event. No tape, nails, screws, etc. is allowed to hang signage.
Should we bring a pop-up tent if we are an Outside on pavilion lawn exhibitor?
Absolutely!!!
What are the rules for alcohol?
There shall be NO carry-out privileges, NO carry-in privileges, and NO spirituous beverages allowed.
What does that mean? You cannot take alcohol outside of the Pavilion or the Pavilions fenced Outside Lounge area. You cannot bring your own alcohol in.
What does that mean? You cannot take alcohol outside of the Pavilion or the Pavilions fenced Outside Lounge area. You cannot bring your own alcohol in.
What Does the floor plan look like?
This is the latest draft to the floor plan as of 4.2.2024.
What are some tips for a great exhibitor booth?
Here are some photos of examples of great booths!
Couldn't find what you were looking for? Email Director of Communications & Events, Kaytee Lorentzen, at [email protected].
