subject: Steps to Prepare for a Convention and Purchase Vendor Insurance [print this page] Steps to Prepare for a Convention and Purchase Vendor Insurance
When you have your booth at a convention, you want it to look good and draw in customers. Here is a little information to help you reach those goals.
In your planning, you will have to consider issues such as securing your space at the event, the organization of your booth, its set up and take down, and acquiring the proper vendor insurance coverage.
Securing Your Location
We'll discuss applying for vendor insurance in a moment. But you'll first need to make sure you get a space. Follow the application directions precisely; read the application thoroughly and then read it again to make sure you haven't missed anything: you don't want to have you booth rejected because you did not send in all of the items or information requested. Make a list of all the things you need, gather them together, and then check them off the list as you get them.
Booth Size, Set Up and Take Down
The standard size for a booth at most special events is 10' x 10', so there really isn't much to fret about with this issue, but if your event specifications are different, you should consider what kind of innovations you will need to make to your display fit in the allotted space. Your booth should be sturdy and portable. It's also a good idea to have sides for the booth, as well. If you are outdoors the sides will shade you from the sun.
Tables and tablecloths also are a good idea to have. The tablecloths should extend to the floor because this makes for a more professional presentation. Plus, you can store other materials underneath the table without it being noticed.
To add more space to your booth, look for portable storage units like bookshelves or baker's racks work well, especially the fold-up variety. How you utilize your space is also very important. You are there to sell or display a product, and everything obviously revolves around that. You should have your product displayed in an interesting and well-ordered way.
Obtaining Short Term Vendor Insurance Coverage.
Almost anywhere you go, you will be required by the venue you are at to carry short term liability insurance. Many venues will require this in order to reduce their risk in the event that something happens to a vendor's display or an attendee. By requiring vendor insurance, the owner of the venue tries to shield itself from liability (to a certain extent) by making the vendor's liability insurance the first line of defense in the event of a lawsuit.
So the venue owner will ask you to have proof of liability assurance. This is known as a Certificate of Insurance, which proves that you have liability coverage. There is usually a liability limit of $1 million dollars. Many companies specialize in short-term vendor insurance, and you can even get a policy off the Web in just a matter of minutes.
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