This artical was published in our local club newsletter in our debate over whether or not to continue doing an annual show. We dropped the show, I am sorry to say, because we could not get the committement of the members to help put the show together.


Why have a Gem and Mineral Show And what it takes to put one on

A show serves many purposes for the club and community. Some of them are:

1. A social gathering of people who like the same thing that you do.
2. Dealers bringing their merchandise to you instead of you having to go to them.
3. Having multiple dealers in one place so you can comparison shop.
4. Education of the community in earth science, minerals, stone cutting, fossils etc.
5. Demonstrations of different facets of the craft such as how to cut a stone, wire wrapping, stone carving and gem tree making.
6. Presentations of interesting topics such as CDs of mine tours, interesting field trips and other items.
7. Generates new members for the club and interest in the hobby.
8. Generates funds for club activities.

Having said all these good things about a show……

IT IS A LOT OF WORK TO PUT ON!!!.

One or two people CAN NOT do it.
To be successful a show needs to have the participation of ALL club members.

Let’s take a look at what has to be done and how much it costs to make a show happen.

1. Determine the location and facility. Lock in the date by signing a contract and putting done a deposit. The deposit is usually about $1,000 and the total cost runs about $6,000 for 15,000 square feet that will be rented for four days. One day for set-up and three for the show.
2. Make arrangements for free parking if possible. Also consider what other activities are going on in area at the same time that can be use to leverage attendance.
3. Arrange for security for set-up and total show until all show personnel are out of the building. Security usually runs about $800 for the show.
4. Rent the tables and arrange for their delivery and set-up at the show. Cost is between $2 and $3 per table. Estimated use is between 100 and 150 tables.
5. Send out dealer contracts. Must be done after the signing of the lease but at least six to eight months prior to the show. Balance the dealers between minerals, cut stones, beads, fossils, jewelry etc. Keep track of the returned contracts and deposits for the booths. Get the deposits to the bank for funding expenses for the show.
6. Lay out the floor plan for the show based on dealer booth sizes taken from the dealer contract.
7. Arrange the floor plan for space for displays, club booths and demonstrations.
8. Contact Rock and Minerals and Lapidary Journal and get the show put on there show list in the magazines and their online listing. Further ahead this is done the better. From the time you submit the request it takes one to two months of the listing to show up.
9. Arrange ads in the local media. Newspapers, radio, TV etc. to publish the show. If you DON’T tell the public they WILL NOT COME. Media budget can be up to $1,500 or more for a small local show. Arrangements need to be made months in advance and then followed up about 10 days prior to the media taking place.
10. Get show flyers printed up and begin to distribute them to other shows and dealers. This cost about $300.
11. Print, address. Stamp and mail postcards to the club mailing list. Postage is about $400 and the cards are about another $200. Needs to go to the post office about three weeks prior to the show date.
12. Arrange for a major attraction exhibit. Something from a major museum or collector that will draw people into the show. Usually it takes making arrangements a year in advance.
13. Get other competitive or non-competitive displays from local collectors and club members.
14. If you have competitive cases you need to make arrangements for judges and their fees. Insure a supply of ribbons and make arrangements for trophies.
15. Plans for a club booth and people to staff it for the duration of the show.
16. Plans for the ticket/door prize/raffle table and people to staff it.
17. Someone to go to each dealer to get them to donate a door prize.
18. Someone to go to each dealer and offer to give them a bathroom break periodically.
19. A group of people to help set up the booths/tables (we currently contract set-up and take down).
20. Someone to make up the dealer packages. Contains badges, information on show, food etc. and deliver these to the dealers booth prior to set-up.
21. Plan for demo booth and staff it with those folks who are willing to do demos. Make signs that tell the times that the demos will be.
22. Arrange for presentations, room and publicity. Provide signs for the show telling the time and subject. Usually one in the morning and one in the afternoon. Arrange for audio visual items as necessary. The club owns a TV with a CD/Tape player. We have access to a projector for a PC for PC driven presentation
23. Make sure that there is at least a $1,000,000 show insurance for the show. Cost will be about $300.
24. Make sure that the Club Website is updated for the show with all information, programs, and demos.
25. Make sure the Fire Department has reviewed the layout and show information and approved the plan. There is a fee for this.
26. Get club members to sign up for time slots at the demo booth, club booth and ticket booth.
27. During the show collect the final part of the booth fee from the dealers.
28. Deliver to the media the free tickets for distribution.

Set-Up Day

1. The dealer packets need to be placed on the booths,
2. People with trucks need to pick up Display Cases for the displays.
3. A club member needs to identify each exhibit with the name of the person using the case. Make sure that all parts of the case and liners are there. Be sure that the lights are connected but turned off until needed.
4. A club member needs to be at the location to direct traffic into the building and out again for the dealers to set-up.
5. A club member needs to set up the tables with covers for the Club, Demo and Ticket booths.
6. The treasurer needs to get change for the ticket booth as well as a petty cash fund for incidental expenses during the show.
7. A club member needs to make sure that power sources are at each booth and activated.
8. Put up Banner
9. Put up signs directing to parking and show at Merchandise Mart.
10. Have small signs made and put up at intersections all over town.
11. Arrange for distribution of leaflets at some of the malls.
12. Some member has to be the first person at the show and the last to leave each evening to make security is in place and no one but the guard is there.
13. Set up ticket table with money box and club applications.
14. Make and set up signs for entrance, demonstrations, programs etc.
15. During show hand out to the dealers their contracts for the next year.

Take Down


16. People with trucks need to return the cases to storage.
17. A club member needs to be at the Mart to direct traffic into the building and out again for the dealers to take down.
18. A club member needs to take down the tables and covers for the Club, Demo and Ticket booths.
19. The treasurer needs to collect all funds from the show for deposit.
20. Take down Banner
21. Take down signs directing to parking and show at location.
22. Take down small signs made put up at intersections all over town.
23. Some member has to be the last person at the show and the last to leave to make sure that we have met all specification of our contract.

NOW having said all this and scared everyone to death…we all have to make a commitment to make this work and put on a good show.
Start planning right now on what YOU will do to help make the show happen!

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