SHOW STANDARDS....
Isn't it time ( or have I missed an issue) for more publicity on what the standards should be for the SHOW PROMOTER ? It seems it's always what the vendor should/needs to do.
These promoters are taking LOTS of money from us. Anything else you buy in life has a reasonable expectation of what you are buying... but not the shows. You are often promised one thing, pay for it and then, get something different.
I think we all should give some serious thought to what 10-15 (?) basic requirements, we think a show needs to have or to do, to be a " Sunshine Artists " approved show. Or, just a " GOOD FAITH STANDARD".

* refund policy w/dates clearly stated
* follow through on time lines of;
* deadlines
* firm date your jury check is cashed
* firm date your booth check is cashed
* firm date to get booth #
* firm date of acceptance and how >> email or >>snail-mail
* show info SENT EARLY enough ( firm date )
* where to meet promoters
* set up requirements,pull up & unload OR
handtruck everything in....
* what is being sent to you
* what is to be picked up at check-in
* vendor parking
* are there booth sitters/ set up help
* show/town area web site /list of hotels
* what the ACTUAL attendance was LAST year.
These, of course , are just suggestions. I am fairly new to the show circuit....but, get a kick out of seeing...IT'S OUR 34TH YEAR AT THIS LOCATION".... don't think they need to reinvent the wheel...... I was in a show in Cambridge Mass last week. For a Saturday show they emailed (finally after 2 emails and 2 phone calls from me and others ) info on THURSDAY afternoon. No wonder it was only half filled.Why can't they get info out EARLIER?
Also, many of us do the " Florida" thing.. when they say you are getting your info via snail-mail in November.. I give then my November address... but the stuff really comes in February when I could have supplied a winter address. ( naturally, I give both , now .. hope they read it ! ) Even locally, it's not unusual to leave days earlier to see the sights or visit or whatever.
I'd love to see what other ( reasonable & enforceable ) suggestions others have.
wired...........

You say you're new to the show circuit. Welcome to the world of shows! This is something you either live with or cross the show off your list. Promoters are people too. Many try, but sometimes things happen and the schedule isn't out when they say it's gonna be, or the apps don't go out when they would like them to.

So let's go over your list.

* refund policy w/dates clearly stated
Good idea. most promoters I do business with have this.

* follow through on time lines of;
* deadlines
Deadlines will always be flexible unless the show has too many applicants.

* firm date your jury check is cashed
Expect it to be cashed immediately unless otherwise told.

* firm date your booth check is cashed
Ditto above.

* firm date to get booth #
Many promoters assign the booths as late as possible, so you live with an assignment upon arrival.

* firm date of acceptance and how >> email or >>snail-mail
Again flexibility is paramount.

* show info SENT EARLY enough ( firm date )
I don't understand. What info? The apps? They'll send them when they send them.

* where to meet promoters
99% of shows have a check in booth upon arrival.

* set up requirements, pull up & unload OR
handtruck everything in....
You ALWAYS expect to dolly in.

* what is being sent to you
What are you looking for? You want them to tell you what they're sending you?

* what is to be picked up at check-in
You find that out upon arrival.

* vendor parking
Always expect to park a distance away in th eexhibitor space. NEVER expect to park behind your booth. If you can park close, consider it a bonus.

* are there booth sitters/ set up help
Again, never expect these and go prepared to do your own work. If you need help setting up a canopy, other exhibitors will always be happy to help.

* show/town area web site /list of hotels
Do a Google.

* what the ACTUAL attendance was LAST year.
NEVER believe the attendance figures. Ever!

You seem to be expecting the promoter to do everything. What are you going to do? They aren't going to hold your hand during the show. You always go to the show expecting to dolly in, park a half miile away, and always expect rain if it's outdoors.

Now I can expect better treatment at a show costing $750-$1000 for a space, but the small $250-$400 shows just won't do all that. And the cheaper shows...?

Many promoters use the same paperwork they used 15 years ago! The apps want you to apply. Some promoters use the "Top 200" rating to get you to apply. Never mind they've not been in the "Top 200" in 13 years.

I've been doing shows since 1980. I've learned to be flexible. Even in space sizes. Sometimes that 10x10 is only 9-6 wide. I make my display fit instead of popping a gasket. FLEXIBLE!!! Look at the mighty oak tree next to the willow tree. Along comes a storm and the oak falls. The willow just bends in the wind. We need a LOT MORE willow trees on the show circuit.

Wired,

I don't know what your medium is, but if you want a good consistent promoter and since you did the show in Boston, look into Castleberry Fairs. They're out of New Hampshire and they promote many shows in New England. Once you do one show you know what to expect at all the shows. I'm doing I think 12 shows with them in '09. The rates are reasonable ($200-$400) and the sales are good. (For me at least.)

While they don't do everything on your list, they come closest for any promoter I do business with.

Another nice thing about doing multiple show with one promoter is you make friends at the shows and you see those same friends all year. That helps a lot when talking about shows and promoters.

Wired,
I agree with you. I get really tired of hearing people justify shoddy business practices from promoters who do not fulfill their own contract - and even more tired of hearing vendors condone and justify thier lack of accountablity by telling another vendor who was taken advantage of by such a promoter how it's all their own fault for not researching the show and uncovering the disengenious nature of the promoter in question. It is vendors who defend such promoters that keep them in business and give them no reason to ever change their practices. I do not expect perfection from the promoters. I realize that the promoters are only human - I do expect a reasonable amount of accountablilty from the promoter especially if they expect it from me.

I must be doing the wrong shows. Out of the 27 shows I've done so far this year, I can count only ONE promoter who was clueless.

I am a professional. I won't "justify" shoddy promoters. But what do they do that irritates exhibitors? No booth sitters? No free coffee and doughnuts? Advertising on the wrong radio stations? I know one promoter that put a local spot on The Rush Limbaugh Show. Why? Because that's where the listeners are. They're surely not listening to the indie rock station. Like I said before, never believe the attendence figures the promoter throws out.

Show fee too high? How much is "too high"? $200? $300? To many exhibitors, that's a mid priced show. We're doing 14 shows in the next 8 weeks. We're spending almost $5,000 in space fees. These are all 2 and 3 day shows. Most are juried shows, but some will have B/S right next to us. And since we have enough confidence in our work, B/S doen't bother us at all.

I am a firm believer in working WITH the promoters, not against them. They provide us with a place to sell our work. Their ONLY JOB is to bring in people. It's our job is to turn those people into customers.

And if I do a show with a bad promoter, I just cross that show off my list. I don't crucify him/her, I just move on and chalk it up to experience.