When
Saturday, April 5th, 2025
Public hours: 9:00 am – 4:00 pm
Where
Western Fair District Agriplex
845 Florence Street, London, ON
Setup Window 1
Friday, April 4, 2025
12:00 pm to 5:00 pm*
*Setup before 12:00 pm will be allowed under special circumstances but must be discussed beforehand. Please contact Katherine at events@carolinian.org if you need to move in early on Friday.
Setup Window 2
Saturday, April 5, 2025
7:30 am to 9:00 am
Setup must be completed by 9:00 am on Saturday, May 4 so you can attend the opening ceremony and be prepared for the public opening.
Opening Ceremony & Closing Remarks
9:15 am and 3:45 pm
Attendance and participation in Indigenous-led opening and closing remarks is strongly encouraged. These will be taking place in the lobby area at 9:30 am and 3:45 pm respectively. We request that a quiet and respectful environment be upheld by all individuals in attendance during these times.
Teardown
Saturday, April 5, 2025
4:00 pm – 10:00 pm
Your display should stay in place until the end of the Closing Remarks. If you require to leave before 4:00 pm, please contact Katherine at events@carolinian.org to make special arrangements. All equipment and displays must be removed by the 10:00 pm deadline on April 5th.
Setup Details
- The Expo is in the Western Fair District Agriplex (Pavillion). Loading bays to the Pavillion are located at the south side of the building. Large items are easier to transport through the loading bays. The front entrance (northeast corner of the building) will also be open to bring items in through the Lobby. Please see the map below for visual directions to the loading bays.
- When you arrive for setup, all rental services and booth drapery will be in place for you. Your booth comes with 8' high on the back. The floor is concrete.
- You are welcome to use S-hooks, string, etc. to hang items (posters, banners, etc.) from the frame of the drapery. Please do not use pins, tape, or any items that will damage or alter the drapes.
- Your booth space only comes with the drapery described in point 2. You are welcome to bring any items required to complete your booth (carpet, tables, chairs, shelving, etc.), or rent items as described in the Payment Instructions section. Please keep accessibility in mind when assembling your booth. Carpets and rugs often present accessibility challenges so please use them sparingly.
- If your booth requires electricity, you must purchase an electricity add-on through Carolinian Canada in advance using the exhibitor payment portal.
- A Wi-Fi signal exclusive to exhibitors/vendors (separate from the venue’s public Wi-Fi) is available upon request.
Please check with Katherine at events@carolinian.org if you have any questions or requests regarding your setup!
Emergency Contacts
| Katherine Fischer | Dustin Brown |
|---|---|
| Coordinator 226-374-9161 | 226-500-1585 |
Exhibitor Tips
- We encourage you to bring a creative, interactive, and impactful booth setup.
- Since this is an all-ages event, you may want to prepare something that is engaging for multiple generations of people.
- Interactive experiences draw the most attention. Consider offering demonstrations, giveaway items, contests, and engaging displays.
- Remember to make time to network with other exhibitors and attend presentations! You may want to set up your staffing schedule to accommodate some time away from your booth.
Preparing for the Post-Expo Survey
Be prepared for our exhibitor survey! After event day, we will be asking for your feedback so we can celebrate success and find ways to improve the Expo. If you can please keep track of the following, we would appreciate it!
| How many people stopped by your booth? |
| How many visitors to your booth were newly introduced to your organization? |
| How many visitors follow you on social media after meeting you? |
| How many signed up for newsletters or further communication with you? |
| How many valuable networking connections did you make? |