Exhibitor Information Guide
Media Wish List due:
Schedule Your Samples to Arrive Between:
Exhibitor Contact Info due:
EVENT DAY ROUND 1:
EVENT DAY ROUND 2:
Event Attendee Contact Sheet Sent to Exhibitors:
Event Attendee Sample Box Arrives Between:
Monday, January 26, 2026
Monday, February 2 — Friday, February 6, 2026
Monday, February 9, 2026
Thursday, February 12: 11:30am-12:30pm ET
Thursday, February 12: 1:00pm-2:00pm ET
Friday, February 13, 2026
Monday, February 16 — Friday, February 20, 2026
Event Logins
ROUND 1
[date]
11:30am – 12:30pm Eastern
ROUND 2
[date]
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.
Please log in early!
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 breakout rooms for 5-minute one-on-one conversations.
You will receive a notification when there are 30 seconds left in the session. At the end of the session, everyone will automatically return to the main room.
We will then move the exhibitors to the next breakout room to speak with a new media person.
This process will continue until each exhibitor 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’d like us to send an invitation to specific journalists, we can 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 resubmit the form as many times as you like.
Please complete and submit this form by [date]
Media Attendee contact information
About one week before the event, we will send a preliminary list of media outlets that have RSVP’d.
You will receive a detailed media contact list of ATTENDEES the day after the event, as the attendees may change up to the day of the event. (The 250 media list for PressPlay will be sent out as stated above.)
Confirm your Contact information
Please complete and submit this form by [date]
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, nicely bookending the virtual event with something tangible.
The sample boxes will ship out to all attending media the day after the event.
Please note: We only ship to the continental US. If a media attendee is in Hawaii or Alaska, you may need to ship their sample individually.
Each brand must send something for the Media Sample Box.
Ideally, send product samples of the item (s) you are pitching at the event, along with any additional press information (USB or paper). The media prefer actual samples over promotional items; they have enough keychains and mugs. Don’t waste your money.
You don’t need to send an entire box if every item in the box is the same (such as a set of dishes). Consider taking just one or two items and packaging them with your press materials in a small drawstring gift bag. This will prevent any surcharges.
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 can’t be shipped easily for any reason, consider sending a coupon or promo code so they can purchase the product themselves.
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.
Packaging & Shipping your Samples
Please Ship your samples to arrive on:
Monday, February 2 – Friday, February 6
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 avoid styrofoam peanuts and use paper or air pillows instead.
Multiple pieces
If you are sending multiple items (e.g., a USB flash drive, a product sample, a promotional item, etc.), please group them in a soft bag, envelope, or tie them together. A bunch of loose thumb drives at the bottom of the box can easily get lost. Single sheets of paper also 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 you prefer to ship your items separately, please do so. We cannot provide home shipping addresses for media attendees; however, you can ask them individually during the event or by email afterward if 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 instructions on how to request a sample in the Media Sample Box, and they will contact you if they want one.
Perishables
We CANNOT guarantee the temperature control of any perishable samples in the box. If we think there is any chance of spoilage, melting, etc., we cannot include it in the box because it could damage 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. Measure the item’s height, length, and width/depth.
Add all 3 measurements; if they exceed 25 inches, a $500 surcharge applies for the oversized sample.
Please weigh the sample you are sending. If it is in excess of 2 lbs., there is a surcharge:
If your sample is liquid, please bubble-wrap or plastic-wrap each individual sample.
See you there!
