PPF Bookings WAY in Advance?

I thought there was a PPF thread already, but I can't find it. Perhaps I'm blind? Haha.

Anywho...

Today I emailed someone about a trade show coming up in May, to see if they wanted to hire me to do fp and balloons. 10 minutes after that, I got a phone call from that, saying they'd love to book me (3 days), but wanted to know if we could trade a booth for services.

Now, I know trade show booth rentals are RIDICULOUS, and I've traded booths for services at a couple of other TS's before (and charged minimum donations). If it's coming up in the next couple of weeks and you have nothing else booked, why not, eh? But this show it May 8-10, and it's still 6ish weeks away. Ergo, there is still time to be booked for "real" paid gigs!

I thanked her for calling, and explained that since this is my job, I'll have to take a think and get back to her (I told her I'd call back before the end of the work day - then immediately realised I should have given myself some more time). I've a feeling she was expecting that I'd snatch it up (like I said, booths are expensive!), and was a bit put off that I didn't.

Funnily, she called right when I was emailing another Expo, happening the same days. The coordinator for this one, I'd met at a previous TS. (If I'd have remembered sooner, I'd have called this second one first!)

Is it bad/wrong to call the first woman back, saying that because it's so far away, if it's not paid, I can't commit right now, but if I end up being free, I'd love to be there? Or (if the second woman calls me back soon and it's paid) to take that instead, even though she technically called first? How about if I get the second one, but send a contractor to the first?

Thoughts? Comments? Help?!

You've already told her that you need to think about it, you did not commit so you are free to do what you want.

You just have to decide if a free bird in the hand is worth a possible paying bird in the bush!!

Is it a potential money maker?? I never do PPF so have no idea.

It is a potential money maker - it'll be good (decent, anyway) on the days (assuming there are children there!) - hand out lots of cards, and have had some bookings come out of it. I don't do PPF often either - just trade shows, when I figure that it's a huge enough event that will equal huge exposure. If it was for this weekend or the next, and I was available, I'd have said yes straight away. My only concern is the 6 week gap until then!

Anyway, I called her back and found out that the show guides go to print at the end of the month. Told her that if I'm interested, I'll call her up again by then. I know that only gives me another week, but still.

If I do take it, at least:
*free booth
*table and chairs (at some shows you have to bring your own, or rent theirs)
*mention in show guide
*20 free show passes
*predicted 25,000 visitors, and 250 exhibitors

Parents, would you/do you take your kids with you to trade shows? Specifically, would you take them to a Health and Beauty Expo, or a Sustainable Living Expo?

I am wary of trade shows... I did a boat show last year that wasn't really worth my time even if the booth had been free. (I paid half price - won't do that again.) There were some kids but not nearly as many as I needed, even with a fishing tank contest and petting zoo parked right outside. People came to look at boats and that's mainly all they did. I made $450 total in the three days I was there, which wasn't really worth the hassle and time for me.

The two trade shows you mentioned sound less kid friendly, unless they have something amazing to draw in families. However, if you don't have anything else going that weekend, and the booth is free, you don't have a whole lot to loose!

I did a Home and Garden Show in Feb - mostly because there was nothing booked for that weekend, and it was coming up quickly. There were a surprising number of children there (when you're young, you don't really have the option of staying home alone!), and I was probably about halfway through the first level - PERFECT timing, as kids then were just starting to get antsy/bored. Lots of kids at the Baby Fair (for obvious reasons) - but that was my first one, and I made the mistake of doing a low minimum donation for everything (instead of a tiered system), which meant while some parents were great and gave me more than what I was asking, some would give the bare minimum and request the most complicated things.

At the Health and Beauty Expo, they're advertising family entertainment in the form of live performances (and possibly me, I guess). At the Sustainable Living Expo, there's an entire Kids' Zone planned. I guess their thinking is the same as mine - if there's something available to keep the kids happy, they'll be able to stay longer and their parents will buy more.

Fingers crossed that the other Expo gets back to me, and that they're able to pay!

And expo size matters too I guess. I was in a city of 90,000 people, so not a huge trade show with tons and tons of people. I can see where this would be very profitable with the right size crowd. A kid zone sounds fantastic. If you have a choice between the two with the same type of free booth deal, go for the kid's zone. :-)

I have not done a tradeshow yet, but have to be honest in that I wouldn't pay for one and if I were going, I would charge my ppf rates rather than donation. I think you are sending the wrong message if you take donations rather than charge.

No other vendor there who is selling to the public will be taking "donations."

Thank being said, stick to your guns on your selling point. You are there for when the kids get tired and bored and will allow the parents to have more time to look at the vendors who paid to be there.

I had contacted a "Family Fun" show and they wanted me to pay for a booth and I explained that I was more entertainment than a vendor and passed on paying. She contacted me again and I told her that I would agree to do it as a PPF. She was so quick to put me in my place about all the free advertising I was getting and the show for free yadda, yadda. It took everything I had to "politely" explain how this was not free and all of the effort, time, supplies ect that would go into me doing her show. Then she wanted to control my prices and even claimed she saw me at another show charging less and I called her bluff. Then she wanted me to set up some elaborate system so no one had to wait in line,

Finally I said look, I charge what I charge and if they want to be painted, they will wait in line. You have seen me and know my abilities. If you want me there, then these are the terms. DONE. I got a one liner back of complete understanding and "I'll see you at the show!"

You have got to handle these people. Don't let them handle you.

Also, you may want to be honest in that with the times as they are, you hate to commit when a paid job might come. Just because you aren't in the show guide doesn't mean you can't do it. People add at the last minute all the time.

Sorry I went on a rant there.

-Metina

Most I ever made at one is $50. I have don the trade off several times. I will tell you this. While everyone expects us to be extra generous and help them out, the majority dont seem to do the same in return. The ones that I have done figured since I did not technically pay I was not mention in their pamphlets and was stuck in a corner where nobody could see met. At one of them as I was going to the restroom some one caught up with me cause they saw I was face painted and asked where the face painting booth was. Thats how hidden I was. So, if you decide to do it. I would discuss those things with them first to make sure that they will give you the same hand you are giving them.

Maybe I've had different experiences at trade shows, haha.

Metina - should have made myself clearer! There is no way I'd work for tips/donations (that's pretty much "free," right there!) - I charge minimal rates, but I say "minimum donation of $____" instead, meaning that is the least I'm willing to do each face/balloon for, but feel free to give me more! Which many do.

I would also NEVER pay to be a part of one. Ideally I'd get paid, but I will do a trade - and I always approach them as if it's in their best interest (and it is!) to have something there for the kids, so they don't get bored (as quickly) and are kept happy. No one has ever tried to control my pricing or lines! (For curiousity's sake - what line system was she wanting to use? Like, a wait list, or numbers? At an event?! Bahaha.)

Essentially, my issue isn't whether or not to DO trade shows, but rather, booking them in advance, with no guarantee of pay.

OC - I have never been stuck in the corner. I'm so sorry you were hidden there! That's sucky and counter-productive to everyone. The one's I've done so far, I've had pretty good locations - the last one even made me this beautiful sign (which I kept - what are they going to do with it?!). I definitely let them know we're working together, and not that they're doing me a favour. If anything, I like being on the side of me doing them a favour, that I'm adding to the ambiance of their event, etc.

And yeah, I was thinking about (at the end of my week "deadline") telling her that I can be there, but if I get paid gigs, those will come first - essentially, I make my own hours. It's a 25 hour show; right now I'm available 19 of those hours. That's still a long time, even spread over 3 days.