Exhibitor Information Guide
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Event Logins
ROUND 1
11:30am – 12:30pm Eastern
ROUND 2
1:00pm – 2:00pm Eastern
Editing your Zoom Display name
When all the display names are uniform, it helps us quickly sort and move everyone to their next breakout room for the pitching session.
Sign in to your Zoom account.
Go to Profile.
Click Edit.
Edit Display Name using upper and lowercase in this format:
Your Brand (Your Name)
Click Save.
When the event is over, you can simply edit it back.
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.
There will be a notification alerting you when there are 30 seconds left in the session. At the end of the session, everyone will automatically be brought back to 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. And are on our breakout room schedule.
If you have more than five journalists on your wish list, you can re-submit the form as many times as you like.
Please complete and submit this form by Thursday, January 29
Media Attendee contact information
Approximately one week before 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 and submit this form by Thursday, February 5
Online Press Kit & Media List Info
Please submit your information for the online press kit on the form below by Monday, February 2.
Please complete and submit this form by Monday, February 2
We will send you a proof by Monday, February 16.
If you see any errors from your submission, please submit the corrections form below by February 23rd.
Please complete and submit this form by Monday, February 23
The Press Kit link will be sent out to the media list on Monday, March 2.
The Media Contact Sheet will be sent out to you on the same day.
What to send for the Media Sample Box
The media always comment on how helpful it is to have all the samples and information presented in one box.
We want this box to be exciting and represent all the brands in order to nicely bookend the virtual event with something tangible.
The sample boxes will ship out to all attending media the day after the event, with expected delivery to be between Monday, February 16 – Wednesday, February 18, 2026
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.
Please send 30 samples of your product and any additional press information (USB or paper) you would like the media to have after the event.
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, consider 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 have enough keychains and mugs. Don’t waste your money.
Packaging & Shipping your Samples
Please Ship your samples to arrive on:
Monday, February 2 – Wednesday, February 4
New Product Events
c/o Nicole Vance
1398 Coach Road
Skaneateles, NY 13152
Please waive any signature requirement. This is a residence.
Boxes and packaging
Please do not pack your samples in their own separate boxes. We combine one sample of each into a single large Media Sample Box and pack the items to ensure their safe arrival.
Please try to avoid styrofoam peanuts, preferably paper or airpillows.
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.
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 Surcharges
You MUST contact Nicole at nicole@newproductevents.com
BEFORE sending if your product falls into any of these categories:
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.
Please weigh one of the samples you are sending. If it is in excess of 2 lbs., there is a surcharge of $500.
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!
