Exhibitor Information
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We're excited to announce a number of changes to the shape, structure, and overall feel of this year's Heartland. While the core of the conference and trade show remain, we've shifted the emphasis toward more interaction, peer-to-peer learning, and more casual celebration of the incredible book industry at work in the Midwest. Here's a quick overview of some of the more salient changes we'll be implementing this year:
The exhibitor registration deadline is September 15. Scroll down for information about booth rates, schedules, sponsorship opportunities, floor plan, and more.
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Questions? Contact Robert Martin at Robert@MidwestBooksellers.org
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Booth Rates
The trade show floor will be open on Thursday, October 4 from 2:30pm-6:30pm and again on Friday, October 5 from 9:30am to 12:30pm.
Exhibitor load-in will be from 7am-2:30pm on Thursday, October 4. Additional load-in opportunities for exhibitors registered for 3 or more spaces will be available Wednesday evening as well.
Exhibitor load-in will be from 7am-2:30pm on Thursday, October 4. Additional load-in opportunities for exhibitors registered for 3 or more spaces will be available Wednesday evening as well.
Booth Type |
Description |
Early Bird Pricing |
Price after 8/1/2018 |
Booth A |
10' x 10' space with 8' pipe and drape backing and 3' pipe and drape rails, two interior 8' tables and 5 complimentary badges |
$750 |
$1100 |
Booth B |
10' x 10' space with 8' pipe and drape backing and 3' pipe and drape rails, one interior 8' table and 4 complimentary badges |
$700 |
$1050 |
Regular Table |
8' table and cloth with no back or side drape, 3 complimentary badges |
$500 |
$750 |
Small Table |
6' table and cloth with no back or side drape, 2 complimentary badges |
$300 |
$425 |
Sponsorship Opportunities |
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The Heartland Fall Forum offers the following a la carte sponsorship opportunities. All Heartland sponsors receive complimentary membership to both MIBA and GLIBA for the following year.
Sponsorship Type |
Descriptions |
Amount |
Bookseller Scholarship |
Support attendance by sponsoring a booksellers's travel expenses to and from the show. |
$400 |
Reception Sponsorship |
Sponsor a reception. One guaranteed author placement at the event (does not apply to placement or drayage fees), an opportunity to address the audience, name and logo placement throughout the event and on signage at the registration desk, Heartland website, in the official show program and on both of the rep-session takeaways, and a complimentary 1/2 page ad in the program. Subject to availability for the following events:
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$1,000 |
Coffee Station Sponsorship |
Name and logo placement on all coffee service locations, on signage at the registration desk, Heartland website, and in the program, and a complimentary 1/2 page ad in the program. |
$2,000 |
Ticketed Event Sponsorship |
Sponsor a featured event. One guaranteed author placement at the event (does not apply to placement or drayage fees), an opportunity to address the audience, free table reservation at the event, name and logo placement throughout the event and on signage at the registration desk, Heartland website, in the official show program and on both of the rep-session takeaways, and a complimentary full page ad in the program. Subject to availability for the following events:
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$3,000 |
Education Sponsorship |
Name and logo placement throughout all educational programming and on signage at the registration desk, Heartland website, and in the program, and a complimentary full page ad in the program. (no longer available) |
$4,000 |
Rep Picks Sessions |
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Based on attendee feedback and the changing nature of ordering, we're shifting our programming to address bookseller needs while maximizing the impact of publisher participation. Participating reps must be part of an exhibiting company to participate, but reps may participate in more than one type of rep programming if they desire.
(Re)Discovery Reception: $200 per rep
Up to twenty reps will be assigned to a hightop table where they can display 3-5 backlist favorites from the publisher(s) they represent. Reps can engage with booksellers in a casual environment, discussing their favorite backlist books and making recommendations. Each attendee will receive a handout featuring all rep-recommended titles as a takeaway. This event is not scheduled against any other programming.
Up to twenty reps will be assigned to a hightop table where they can display 3-5 backlist favorites from the publisher(s) they represent. Reps can engage with booksellers in a casual environment, discussing their favorite backlist books and making recommendations. Each attendee will receive a handout featuring all rep-recommended titles as a takeaway. This event is not scheduled against any other programming.
Handselling Rep Around Lunch: $300 per rep
Back to basics, but with a twist: up to twenty-four reps will rotate from table to table, pitching their frontlist titles to booksellers, but this year we will ask reps to gear their pitches specifically toward handselling. Attendee bookstores will take the hooks, comps, and information about target readers back to their stores to use in their handselling and share with their staffs. Each attendee will receive a printed "handselling guide" featuring sales tools provided by sales reps as a takeaway. This session is not scheduled concurrently with any other Heartland programming. It is free for booksellers to attend, and it also includes free lunch. Participating reps can also elect to make galleys available for any titles promoted during this lunch, which will be distributed at the closing reception later in the afternoon.
Back to basics, but with a twist: up to twenty-four reps will rotate from table to table, pitching their frontlist titles to booksellers, but this year we will ask reps to gear their pitches specifically toward handselling. Attendee bookstores will take the hooks, comps, and information about target readers back to their stores to use in their handselling and share with their staffs. Each attendee will receive a printed "handselling guide" featuring sales tools provided by sales reps as a takeaway. This session is not scheduled concurrently with any other Heartland programming. It is free for booksellers to attend, and it also includes free lunch. Participating reps can also elect to make galleys available for any titles promoted during this lunch, which will be distributed at the closing reception later in the afternoon.
Fine Print
- Companies wishing to send more than one rep to either event will be awarded one placement and waitlisted for the remainder of their placements. If positions are available on 8/1 they will be fairly distributed among companies represented on the waitlist.
- Placement will be awarded to reps whose list the Heartland Fall Forum feels will best benefit our region's booksellers. We reserve the right to award placement to houses of our choice.
- If you are not awarded placement your registration fee will be refunded in full by 8/10.
- All confirmed reps will receive an instructional email requesting information about the titles they intend to present at the event. This will be used to create print resources for attending booksellers. Please provide this information no later than 8/20 to have it included in the print piece.
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Floor Plan
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Information for Registered Exhibitors
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Set-up Hours
Thursday, October 4: 7:00am-2:30pm ***Additional set-up hours available for exhibitors with large show floor presences available on Wednesday evening from 6pm-10pm Exhibit Hall Hours Thursday, October 4: 2:30pm-6:30pm Friday, October 5: 9:30am-12:30pm Tear-down Hours Friday, October 5: 12:30pm-8:00 pm Registration Booth Hours Wednesday, October 3: 3:00 pm-8:00 pm Thursday, October 4: 7:00 am-5:00 pm Friday, October 5: 7:00 am-1:00 pm |
Exhibitor Packet
Download our full Exhibitor Packet here (available soon). Please note that ONLY BOOTH MATERIALS should be sent via the decorator's drayage. All books for author appearances need to follow the shipping guidelines available on our author event page. Show Specials
We encourage exhibiting companies to offer special discounts for orders placed on the show floor. You can enter the details of your show specials into the registration form below, or email them separately to robert@midwestbooksellers.org by September 1 to have them included in the program. In-Booth Signings
In-booth signings will be considered official Heartland programming this year. Please see our Authors page for more information. |
Badges
Exhibitors receive free badges as part of their table or booth cost. For each Booth A purchased, exhibitors receive 5 badges. For each Booth B purchased, exhibitors receive 4 badges. For each Regular Table, exhibitors receive 3 badges. For each Small Table, exhibitors receive 2 badges. Each additional badge is $35.00 and can be purchased at the time of registration. Authors participating in official Heartland programming receive complimentary badges -- these do not count against your exhibitor allottment. If you have questions, please email Robert Martin (robert@midwestbooksellers.org).
Exhibitors receive free badges as part of their table or booth cost. For each Booth A purchased, exhibitors receive 5 badges. For each Booth B purchased, exhibitors receive 4 badges. For each Regular Table, exhibitors receive 3 badges. For each Small Table, exhibitors receive 2 badges. Each additional badge is $35.00 and can be purchased at the time of registration. Authors participating in official Heartland programming receive complimentary badges -- these do not count against your exhibitor allottment. If you have questions, please email Robert Martin (robert@midwestbooksellers.org).
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Advance Warehouse Receiving Dates:
8/31/18 thru 9/28/18 TO: Exhibiting Company Name and Booth # FOR: Heartland Fall Forum 2018 C/O Valley Expo & Displays YRC Freight 12400 Dupont Ave. S. |
Direct to Show Site Receiving Dates and Times:
10/3/2018; 7:00pm-9:00pm. 10/4/2018; 7:00am– 2:00pm TO: Exhibiting Company Name and Booth # FOR: Heartland Fall Forum 2018 C/O Valley Expo & Displays Depot Renaissance Minneapolis 225 3rd Ave. S. Minneapolis MN 55401 |
NOTICE: Do NOT send author materials via the advance warehouse. Please see our author page for event instructions.
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Information for First-Time Exhibitors
Download the pdf at right for tips, strategies, and ways to prepare for a productive and exciting Heartland. |
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Maximize your Presence
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If you are planning to exhibit at the upcoming Heartland Fall Forum there are some things you can do to make the most of opportunities the show provides to connect with booksellers. Having a strategy in place to draw people to your booth is important to making the show a success for you. Here are some steps you can take to maximize your exposure.
In Advance of the Show
At the Show
After the Show
In Advance of the Show
- Request a mailing list
Although it is difficult to obtain an attendee list before the event, if you are a member of either MIBA or GLIBA you can request a mailing list of that association's member bookstores at any time. The list includes both snail mail and email contact information. Use the list to communicate with booksellers in advance of the show. Reminding them of a booth signing or offering a small give-away they can pick up at the booth is an effective way to generate traffic to your exhibit space. - Develop a 40-second pitch
An important part of your success on the show floor is your sales pitch. Prepare a 40-second pitch in advance so that when booksellers come by, in addition to having something to give them, you also know what you want to say. Ask yourself: What is the most important information they need to hear? Don't repeat the info that is on the giveaway, but add new information. One idea is to tell booksellers what kind of reader or customer will buy this book. "If they like A, B and C, they will love [your title]" OR "This isn't like anything else - imagine eating an orange for the first time - that is how this book makes you feel." You want something memorable and catchy. But your 40-second book pitch is the key. - Make your social network connections early
Here are the bookstore members of both MIBA and GLIBA. Go on Facebook and like them all. Say nice things about them and let them know you will be at the show and what your booth number is and that you look forward to meeting or seeing them again.
At the Show
- Table tricks
As enticing as it is, there is more to a successful exhibit than a stack of books on a table. Make your booth look attractive and inviting. Have things going on. Engage with folks. Ask them to sign up for your email newsletter. Offer them a piece of candy. Keep that 40 seconds in your pocket at all times. Remember to have fun. Smile even when you're tired. Don't let the last person's attitude infect your encounter with the next person unless it was really good! - Don’t forget your auction items
Every exhibitor can donate items to the BINC Charity Auction. Have some items on display in your booth that attendees can bid on at the BINC booth on the show floor. A representative from BINC will be circulating during setup to provide branded flags to signal that the item is available for auction. - Sharing the good times while they are happening
Use your smartphone. Folks (mostly) love having their picture taken. Offer to take photos of friends together in front of your booth. Use their phone or yours. Better to use yours because then you get their info so you can send the photo to them. Have some props or a frame that promotes you and is fun for them. Post photos you take from the show and ask people to tag themselves. - Concerns? Let us know!
We want you to have a fabulous and productive time at our trade show. If you have an issue, concern or problem at your booth, please talk to one of the board members stationed in the MIBA and GLIBA booths on the show floor, or at the information/registration booth. Our volunteers and staff members have put a lot of time into making sure this is a successful event, and we want to immediately resolve anything that detracts from you having a positive experience.
After the Show
- Follow up
Follow up with everyone who is expecting to hear from you and write thank you notes to the booksellers who stopped by and left you their card or email. It’s like writing thank-you cards for Christmas gifts—people appreciate being remembered and it keeps the lines of communication open between you and your new accounts. - Be publicly appreciative
Tag people on Facebook that you met and thank them there. Post any photos you have and share them. Bookstores will appreciate the extra boost of visibility. - Keep the Heartland Fall Forum in the loop
Be sure and include the Heartland Fall Forum when you are tagging and posting. We’ll return the favor. Heartland's Twitter handle is @MidwestBookShow, and our hashtag is #Heartland18
