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Alderman M. Thompson, Co-Chairman

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1991 Home & Trade Fair — Review 6

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Analysis

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V.I. Job Creation Program

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That the report be deferred to the
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members a chance to study the
report.

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Carlos Felip
Director of Planning

RE:

1991 Horne and Trade Fair

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FROM:

June 27, 1991

DATE:

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That the
r eceived;

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That'the attached "Guidelines for the Organization
of the Port Coquitlam
Home and Trade Fair" be received;

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That the statement of Revenues and Expenditures
below be received for
information; and

4))

That th e Economic Development Committee be directed
to consider alternate
ways to organize the 1992 Home and Trade Fair
zs suggested in the "1991
Home and Trade Fair Review & Analysis".

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Council should note that part of the work for the
Home & Trade Fair was done
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staff and
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6,400.00
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EXPENDITURES:

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Provides detailed advice to future organizer. of the
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1991 Home & Trade Fair Revenue & Expenditures:

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report on the 1991 Home I Trade Faii that takes a close
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TABLE OF CONTENTS

Section

liiim i!I~
II

Page No.

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SBII II

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ARENA

IV.

SAFETT

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ENTRANCES

4 44!

VI

SECURITT

VII.

SIGNAGLr

VIII.

MASTER OF CEREMONIES

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BOOTH SALES

III.
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ENTERTAINMENT

X.

PARKING LOT

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XII.

PUBLIC ADDRESS SISTEM..

XIII.

BACKGROUND MUSIC

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TROPHIES
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HOURS OF OPERATION

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JUN 2 7 199I

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INTRODUCTION

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and Trade Fair was based on experience
Organization of the
extracted from previous
information
fram previous years;
who had participated in the
volunteers
with
communication
through
and

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of the various aspects of
lack of background information ard details added
to what was later
attention,
close
the Pair that required very
of the
organization
the
made
schedule,
time
tight
discovered as a very
staff
and
Volunteers
1991 Home & Trade Fair very difficult.
Pair were forced ta spend rsore
participating in the organization of the show
than would have otherwis
time and .nergy to prepare a successful
been required.
in an organized way
The purpose of this report, therefore, is to record reference for future
a
as
information on every aspect of the Trade Fair,

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Organization of the Port
further document "Guidelines For the been
preparea to assist future

Coquitlsm Home and Tzade Fair" has also

organizers.

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Review & Analysis 2

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REPORT ON THE 1991 HOME AND TRADE FAIR

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event wa definitely better organized, more professionally run
than in previous years. Howeve, major marketing promotion is
needed. Port Coquitlam does not represent a large enough market area
to sustain an event like this on a yearly basis. 1ne organization
inust consider expanding the promotional area, perhaps including the
The

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event because of the pronsotional value. This promotional value is
not there when only the small community of Port Coquitlsm is
targeted. To the question "Do you think that the advertising was
adequate for the Home & Trade Fair?", most respondents to the
questionnaire answered "Nv" or aYes, but some more or some different

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advertising would have been useful".
c) ~Dtes and Time for the Fair:

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liked the dates of May 24, 25 & 26I as well as the
opening ard closing hours. Some suggested closing at 4 p.m. on
Sunday and some suggested to extend opening hours on Saturday.

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Businesses cannot be asked to participate simply because "it's
politically correct thing to co". They are attracted to this kindtheof

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participation of other surrounding communities.
b ) Had!ibi tore 'otdvation

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of serious concerns, however, were identified, mostly by the

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exhibitorsi

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organization.
number

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'his,

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I

The organization of the 1991 Fair must be considered a success in that
was a community event that attracted the attention of
citizens
of the community, had a positive political impact snd highmany
participation
of local business . All
despite the last minute change of
organizers, dates for. the event and a very short time allocated for
the

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Most respondents liked the openir.n cereinOny. Some suggested not to
change a thing for next year, while other suggested that a wider
choice of drinks be provided.

I II

) Cmiisra1 Comment~
I ~

excitement. Perhaps door pri" es even
entrance fee is required, should be considered.
Not enough

if a small

l99I Horne & Trade Fair
JUN 2 7 199}
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Regulate noise that exhibitors'ooths can make
etc. are disturbing to same people.

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Have kame background music in both arenas

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Radios, videos,

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in between announcements

Ensure that booth removal can take place on 16onday.

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Entertainmer t must be better publicized to attract people.

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arenas is not
There
should be name better encauragement for people toappropriate.
visit
both arenas;
proper wheelchair ramps, not makeshift, should be provided.
A beer garden should be considered
The passageway between the two

Security is a concern

imI "el I - I I

I

ijlal:sl4,IN'::=-:r

A concession stand should be considered
each of the arenas
"Traffic" in the the concession-less arena wasin too
slow.

Consider a pancake breakfast on Saturday or Sunday morning.
"

e

I

II

Review & Analysis 5

About 20X of the exhibitors responded to the questionnaire.

Should a decision be made to continue with the Home 6 Tirade Fair 1992, a
committee to organize it should be designated immediately. Provision
should be made to have a regular staff person working virtually
full-time on the organization at least 6 months prior to the Fair;
additional staff, which could be temporary, is required
to appropriately
promote the Fair.

All aspects of the physical organization of the event, arena„ booths,
signage, etc. should be coordinated by the Parks 6 Recreation
Department; it
therefore recommended that the full-time 'vent
organizer be a staff member of that depaztment.
Other departments like Planning, Engineering, etc. may assist, as
secondary players in the organization of this event.
75X of the 1990 Home 6 Trade Fair exhibitors did not
participate in the
1991 Trade Fair.
Unless the organization of the Fair is
"professianalized" in a'manner as suggested above, it can be anticipated
that 75X of the 1991 exhibitors will not show
for the 1992 Fair,
despite improvements in the Fair this last year. up Saon
we'l have a year
of total failure of the Fair.

1997 Home d'4 Trade Fair

JUN 2 7 lggt

4141 115'.

I

i'.ore than
50X of the respondents indicate overall satisfaction with the
Fair, encourage the Fair to proceed and were thankful of the Trade
efforts; however, the critiques in different. areas are serious. 1991

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Expanced food service.

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More draping.

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tables.

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Becmmeendation for next year

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Ceiling treatment.

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6 food services.
Entertainment area.

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54 general booths (8 feet x 10 feet).

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early.
(to distribute registration forms).

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Targeted groups

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Have a representative visit the Mission and Maple Ridge Trade Fairs

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Booth Sales

Have a representative visit chamber meetings.
Promote Trade Fair to target groups, get more participation.
More manpower to visit potential exhibitors.
Target large exhibitors (i.e., B.C. Hydro Power Smart) — go after 'em

IIIliiL lu,iiiIii
~

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Becosmsendation for next year:

i'

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Map e Ridge Chamber of Cosmserce Membership List.
Chamber of Commerce Tri-City Area Membership List

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Port Coquitlsm Business Licence list.
Past exhibitors.

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Review & Analysis 4

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More draping.
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Increased lighting.
If required, an additional 10-16 booths can be accommodated

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Exhibit Hall "B"I

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Exhibit Hall "B" was modified (62 booths)

11I

Antique Car Display.
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Exhibit Hall "B" was not as busy this year.

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199I Home d'1 Trade Fair

III
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Jun 2 7 1991
le

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--:; .-)

Differences from last year:

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Revie&v d'c Analysis'

Recommendations for next year&

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Add a beer garden for
One food service.
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specialired beer and wine.

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signage.'ictures

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Entrance through the lobby.

Differences fram last year
s i gn age

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Recoamendations for next year:

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Heritage Society in the lobby.

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into the arena must be carpeted.

V. Entrances

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of the city/past exhibits .used as a feature

Recosmcndations for next year

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Hallway fzom Exhibit Hall "'A" to Exhibit. Hall "B" I
Full dzapes along the sides.

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Stiver/royal blue drapes.
If required, up to 90 booths can be accommodated.

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people an security all night long.
During the opening ceremonies in Exhibit Hall "B".

&

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Still more signage.

Two entrances — Exhibit Hall "A"/Exhibit
Hall "B
Cousider closing the lobby.

mswa

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Two

44'

e&

Difference from last year:

I

I

I

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Added security

I 111114

Recosmendations for next year:

Security person on entrarce door to two exhibit halls
Two people in each exhibit hall at
closing time Friday and Saturday

Il,:: ..i

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11111, & J
~

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VII. Signage

Signs at entrances to the City
Banner on underpass
Signs on City property
Banner on Rec Centre
Signs on cars in Antique Car Parade

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199/ Home dc Trade Fa&'r
~

J&l&r I E41'l s

JUN 2 'l ll".t
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Review & Analysis 6

Becomsendations for next year

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VIII. Master of Ceremonies
Master of Ceremonies (announced entertainment times,

I

roubleshooter)

li'iffereaces

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Master of Ceremonies

Jim! K
alemee

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Entertainment

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Sunday
1!30 p.m. Town and Country Squaredancezs
1!45 p.m. Rupert the Clown and His Magic Hat

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fashion show

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a gimmick different from this year's antique cars
Beer garden for Exhibit Hall B
Food service for Exhibit Hall B

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Additional entertainment
X.

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Parking Lot

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Fire Department ladder truck and

I

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Differences from last year:

IV

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Ronald NcDonald House

The Fire Dept. ladder truck and
Ronald NcDonald House were not on exhibit

j

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—

Recmasendations for next year:

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Nore entertainment
Scheduled draws
No

1

11

II

Differences from last year:

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1

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lli30 a.m. Paul'. Cooking demo

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to bring people to special events

4!30 p.m. Chiasson Dance Centre

iiile ~

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Saturday

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5!00 p.m. Opening Ceremonies
7! 30 p.m. Chiasson Dance Centre

le .. le !Ill
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imI»i i ies

Friday

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Antique car parade — Friday at 5!00 p.m

IBel~~ - ...Iieg

) jii!

draws;

Recosssendatxons for next year

4 lel! 'I

e

IK~e =

from last year:

Use Master of Ceremonies for draws,

'

il » se i il I I I

g! m!NIIl
~ mialif(
mlles

Still more signage (directing people to Rec Centre)

IIU III i! ——

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~

II

JUN 2

7'"''
1

1991 Home & Trade Fair

!

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Review d'e Analysis 7

If&is""

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~

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,IIIWIIIi

XI. Advertising

k= ='=='==2

Pacific Press Province & Sun classified
Tri-City News
Coquitlam Now
Star FM Radio (last week prior to Fair)

I

I

Tourism B.C. (59 radio stations including CKNW)
Easy Living Magasine

il EIVLI

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Recosmendations for sext year:

'a

i

III
IIIII

I

I

More advertising in the News (Surrey/Burnaby/New Westminster
areas)

I

Im ew I,I e I SiI
i

gill

Differeaces from last year:

'Illil
,m ~

==:

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CKST 800

'i Pl IIIIlI

iii

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—

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Ensure that there is some visible activity in parking area

tgmsi
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Use the Fire Dept. ladder truck
and Ronald McDonald House again

8"-

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Recomendations for next year".

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Easy Living Magazine
meeting early to discuss having them do a
section on the Home and Trade Fair.
Radio advertising (start 4 weeks prior to Fair to increase
booth
sales). Use Star FM only.
Use a community group to distribute posters.
Use the postal walks to distribute flyers.
School children colouring contest.

I

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Public Address System

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System cut out in Exhibit Hall B, get a different system

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XIII. Background Music
I

Recmasendation for next year

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1991 /same & Trade Fair

el s

JUN 2 7 idgi
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Background music be used, especially in the food centre area.

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Recosmendatioas for next year:

e

sic

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Mobile unit was used, transmitted into both arena
I

I

Mobile microphone was used

Differeace from last year:
Is

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Review & Analysis S

O'I IIII

IR
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I aaai
ai
1 I

III

I

Trophy 61 leepeir plaque.

Best 0 erall Booth
Best commercial booth
Best service booth
Yiost unique booth

1

III'11il'Il

I Il'5 III Ig

Ribbons 5
IIV 5 8

Honourable mention
Honourable mention
Honourable mention

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IH Ri$ 55 E "I
mm agl~ Il

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XV. Draws

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I

Recosmendations for next year:

Im mes lm

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I

[ggj551IImI5"

Ra

II

none

Recosmendations for next year:

Friday:
6:30 p.m. to 9IOO p.m.
Saturday: 10:00 a.m. to 9:00 p.m.

!

5111!

9

a

a

---. H

g

a.m. to 5 p.m.

9] 5 I I I I 5 II

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II

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Differences from last year:

10I'CO

1

as ~

Friday:
6:30 p.m. to 9IOO p.m.
Saturday 10I00 a.m. to 6 ISO p.m.
Sunday
10IOO a.m. to 6IOO p.m.

Sunday:

—- ~
II li
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jp

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islism a~

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Draws were not announced.

XVI. Hours of Operation

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Difference f om last year:

Continue use of iH/C for announcements

i

~

idaster of Ceremonies announced draws throughout the Fair

I

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4 categories were recognized:

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XIV. Trophies
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~ al

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EUDGET

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ANALYSIS OF PREVIOUS YEARaS FAIR

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INTRODVCTION

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Page No.

Section

nATES AND

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Letters of Invitation

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SIGNAGE

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OPENING CEREMONIES
FOLLOW—UP

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ANALYSIS OF TRIS YEAR'S FAIR

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Printing

FACILITY

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JAl3VERTISINGJ

Media

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ORGANIZING COMMITTEE

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detailed budget based on previous
drawn. Should this budget exceed theyear's actual bud et t b
Municipal Budget for the year, then anyamounts included in the
discrepancy should be
reported to Council immediately.

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"III

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with "h
s e organization of
the Home and Trade Fair, should meet charged
in
.June
e
too d'iscuss t e previous
year's Fair. An overall assessment of successes
and failures should
be recorded including a detailed analysis
of cost and expenditures.

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AnaIysis of Previous Year's Pair
The Economic Development Committee

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Guideiines

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Dates and Calendar

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The following timelines are recommended:

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June/July

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final windup and analysis of previous year's Fair

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September/October

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Economic Development Committee must

and make decisions on
timelines for next year's Fair, comediscuss
up with a vision for the
event, determine the type of organization
that would be used for
Fair organization.

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pportunrtzes prese
decide every year whether the Fair
will be run by a combination of
staff and volunteers, by paid staff
only (more expensive but
easier to administer) or determine whether
or not senior
government assistance is

available.
Initial letters to potential next year's exhibitors
and targeting
of desired exhibitors must commence.

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The Economic Development Committee
must make a
"Trade Fair

on a
Organizing Committee", establish a decision
break-up
of
workload among the members and set a
meeting schedule up to the
date determined for the

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Trade Fair.

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Starting January until the date of the Trade Fair,
weekly meetings of
the organizing committee are recommended.

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organizing

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Advertising
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The Economic Development Committee must make a
decision on number of
persons and structure of tbe organizing committee.
It
recommended that the organizing committee be coordinatedis strongly
a paid
staff member. Should volunteers be invo'lved, they must be byinvited
participate from the initial stages of the Fair. Committment to theto
project is then established.

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advertising may be obtained at lower cost
planned in
advance and coordinated with other senior levelswhen
of government
Media

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Printing of forms, letterhead, posters and advertising flyers must be
decided early in the process and direct advertising (letters of
invitation) also require priority.

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(Tourism H.C., Ministry of Economic Development).

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Facility

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Booking of the facilities required for the Home and Trade Fair
must
take place as soon as a date for the Fair is decided. Availability
of the facilities may influence the date of the Fair.

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of the signage used for the Trade Fairs can be reused in
subsequent years. A tally of existing signage must
be made and early
decisions on additional signage/replacement is required;
Much

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Off-site signs may require authorization from Council nd/or
'"booking" the use of a particular location for the
dates.
These locations are administered by the Parks andnecessary
Recreation

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Department.

VIII,

Opening Ceremonies
Opening ceremonies involve the determination of the location for the
ceremonies, organizing of the catering, and organization of a guest
list and issuance of the appropriate invitations.
The opening ceremonies on their own are a complex organizational
challenge and at least one person must be given full respansibility

for it.
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Thank-you letters to exhibitors and judges
Best Booth Contest winners advertised in newspapers
Letters and questionnaires to exhibitors
Letters of appreciation to entertainers
Letters of appreciation to local support people, catering, rental,

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Immediately after completion of the Fair, and to assure future
success and repeated cooperation,,the organizing committee must issuea
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1991 ENDOME AND TRADE FAIR QUESTIONNAIRE
ANALYSIS:

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Responses were receisred from 24 exhibitors:

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2. Did you find that the information provided to participants was adequate'?

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Do you like the dates of May 24, 25, 26?

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What are your major concerns regarding the Trade Fair? What changes would
you like to see next year'?

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Did you enjoy the opening ceremony'? What changes would you make?

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Comments:

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Economic Development Committee

TO I

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5

Carlos Felip

FROM:

Director of Planning

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June 13, 1991

DATE:

/I[Ill I 'ii 5 iIii

U.I. Job Creation Program
1992 Home and Trade Fair

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RECOMMENDATIOMs

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Unem p 1 oyment

Insurance
'
Creation Program iis d esigne
to provide
t unities for unemployed Jobworkers
receivi
UI
b ene its.
The program
provides for workers to maintain and utilize
their
eir sskills
i s and
a
receive enhanced
ene i s w i e they are working,
The project must employ a minimum
people and operate foz a min'nimum of 6
weeks. Sponsoring organizations ofare3
eligible to receive operating costs.
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That the City of Port Co uit
q 'am apply to the Unemployment
Creation Program for 3 people
Job
to work forr th e Home & Trade Fair Insurance
of five months commencing in
for
a period
January,
1992
too look
oo
aaf ter booth sales
marketing programs.
sa e and

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PROJECT TSSKS1

Contacts:

I

Making calls and inquiries to

benefits for the Home I Trade Fair wou
would bee
the manpower
e
rogram would be able to target the positive;
larger exhibitors which
help in drawing in other exhibitors
and bring in a wider
er range
a
attendance.
o f pu bl'ic
Booth Sales:
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targeted exhibitorss (i.e.
i.e. B.C.
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This would involve takin a 1'
lis of contacts and approaching potential
exhibitors with a package gmarketing
e & Trad
ra e Fair. Making personal
ac an
ui ding a repoire with thetheHome
community and surrounding area is
necessary to build up a good list of exhibitors.
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Marketings

It is necessary to sta~t
marketing program early
through communit
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The actual cost to the Department for 'staffing our displayI Fire
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was $ 3, 666. 53. This f igure does not include the registration or

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Director of Plannaing

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