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We update this page until the day of the event.
EVENT DATE:
Thursday, September 18, 2025
EXHIBITOR INFORMATION FORM DUE:
Friday, September 11, 2025
SAMPLE ARRIVAL WINDOW:
Monday, September 8 to Wednesday, September 10, 2025
WISH LIST DEADLINE:
Friday, August 15, 2025
Event Login
ROUND 1:
11:30 AM – 12:30 PM Eastern
You might be prompted for:
Meeting ID: 859 5755 1078
Passcode: 948336
ROUND 2:
1:00 PM – 2:00 PM Eastern
You might be prompted for:
Meeting ID: 879 9281 9864
Passcode: 923588
Editing your Zoom Display name
Sign in to your Zoom account.
Click on your picture in the top right corner.
By your account Profile Name, click Edit.
Edit your Display Name to this format: Your Brand (Your Name).
Please use upper and lower case formatting.
Your account Profile Name will NOT change.
Click Save.
Having all the display names uniform will help us quickly sort and move everyone to their next pitching session!
Day of Event
For the orientation, we will all be together in the main room. Both media and exhibitors. We’ll go over the basics and answer questions.
After that, media and exhibitors will be paired up into break out rooms for 5-minute one-on-one conversations.
You’ll get a 30-second countdown, then everyone will automatically be back in the main room.
We will then move the exhibitors to the next break out room to speak with a new media person.
This process will continue until each of the exhibitors has met every media attendee.
There will be a lunch break, then Round 2 will be the same process as Round 1 with new media attendees.
Submit your Media
Wish List
This is optional, but if you would like an invitation sent to any particular journalists, we will do that on your behalf. Please do not invite any media directly, as we need to make sure they have the proper login credentials.
Fill out the form below by FRIDAY, AUGUST 15 of the top media outlets you wish to see at the event.
You can submit the form as many times as you need, if you have more than 5 journalists on your wishlist.
Media Attendee contact
Information
Approximately one week prior to the event, a preliminary list of media outlets who have RSVP’d will be sent out.
You will receive a detailed media contact list after the event, as the attendees may change up to the day of the event.
Confirm your Contact
Information
PLEASE COMPLETE & SUBMIT THIS FORM NO LATER THAN
THURSDAY, SEPTEMBER 11
What to send for the Media
Sample Box
The media always comment how helpful it is
to have all the samples and information presented in one box.
We want this box to be exciting and complete
in order to bookend the virtual event with something tanglable.
What to send
Each brand is required to send something for the Media Sample Box.
Ideally it would be product samples of the item/s you are pitching at the event, along with some basic information.
Quantity Needed
Please send 35 samples of your product and any additional press information (USB or paper) you would like the media to have after the event.
What to send if your product is Perishable, too big, too expensive, has a surcharge, etc.
If your product is not easily shipped for whatever reason, consider sending a coupon or promo code for them to aquire the product on their own.
For expensive items, consideer sending a look book and product information sheets, or a card with a QR code for easy access to images, a video and/or more information.
The media are tired of promotional items, they are enough keychains and mugs. Don’t waste your money.
Packaging & Shipping your
Samples
Please Ship your samples to arrive on:
Monday, September 8 to Wednesday, September 10
New Product Events
c/o Nicole Vance
1398 Coach Road
Skaneateles, NY 13152
The sample boxes will ship out to all attending media the day after the event,
with expected delivery to be 2-3 days after the event.
Packaging
Boxes and packaging
Please do not pack your samples in their own separate boxes. We combine one of each sample into one large Media Sample Box, and will pack items to ensure their safe arrival.
Multiple pieces
If you are sending multiple items (i.e., a USB flash drive, a product sample, a promotional item, etc.) please group them in soft bag, envelope or tied together. A bunch of loose thumb drives at the bottom of the box can easily get lost. And single sheets of paper get crumpled during shipping.
We all want this box to look beautiful and enticing when they open it!
Pallets
DO NOT SEND PALLETS. THIS ADDRESS CANNOT ACCEPT PALLETS. SEND YOUR SAMPLES IN INDIVIDUAL BOXES.
Special Sample Types
If your product falls into any of the categories below, and prefer to ship your items separately, please feel free to do so. We cannot provide home shipping addresses for the media attendees, however, you can ask them individually during the event or by email after the event should they want a sample sent to them.
You may send press information or a gift item in lieu of the actual product for the Media Sample Box.
fragile
If your product is fragile, please wrap it with sufficient packing to ensure safe delivery. Or, you can include information on how to request a sample in the Media Sample Box and they will contact you if they want a sample.
Alcohol
Please ship your samples directly to the media due to proof of age signature requirements. You can include information on how to request a sample in the Media Sample Box and they will contact you if they want a sample.
Perishables
We CANNOT guarantee the temperature control of any perishable samples in the box. If we feel that there is any chance of spoilage, melting, etc. we cannot include it in the box due to the risk of damaging the other contents.
You can include information on how to request a sample in the Media Sample Box and they will contact you if they want a sample.
Samples that Have Handling
Surcharges
You MUST contact Nicole at nicole@newproductevents.com
BEFORE sending if your product falls into any of these categories:
oversized items
Please measure the sample you are sending. Add the height, length, and depth of the item as if it were placed in a snugly fitted box.
Add all 3 measurements together, and if they exceed 20 inches, there is a surcharge of $500 for the oversized sample.
heavy items
Please weigh one of the samples you are sending. If it is in excess of 2 lbs., there is a surcharge of $500.
liquid items
If your sample is liquid (i.e. liquid soap, a beverage, etc.), but still under 5 lbs. and less than 20 cubic inches, there is a surcharge of $250.
See you there!
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