Information and Forms for Accepted Exhibitors
“A TO Z” VENDOR GUIDELINES & INFORMATION
COUNTRY LIVING FAIR, APRIL 21, 22 & 23, 2017
SET UP HOURS: Wednesday, April 19, 1 pm to 6 pm and Thursday, April 20, 8 am to 6 pm. All booths must be checked in by 2pm on Thursday.
SHOW HOURS: Friday, Saturday 8:30 am to 5 pm and Sunday from 10 am to 5 pm.
Early Bird ticket holders will enter at 8:30 am on Friday and Saturday mornings. All booths must be open for Early Birds.
VENDOR HOURS: Wednesday 1 pm to 6 pm, Thursday 8 am to 6 pm, Friday 7 am to 5 pm, Saturday 7 am to 5 pm and Sunday 8:30 am to 11 pm.
BOOTH APPEARANCE/MERCHANDISE FOR SALE/GROUNDS:
Just a friendly reminder, we ask that each of you pay special attention to your booth display and decoration. Embellish your booths with seasonal plants and flowers (which may be for sale). Think of the “Country Living Lifestyle” and then bring it to life! No handwritten signs unless they are a super cute, professional part of your display.
We also expect to see in your booth what was indicated on your application and what your business was vetted for. For example, if you are not a vetted soap or jewelry vendor, please do not bring soap or jewelry to the Fair. We work hard to carefully vet applicants so as not to have too many in any one category. Ask us if you are uncertain.
Stella Show Mgmt. Co. reserves the right to demand removal by Exhibitor of any items which may not be in keeping with the shows image or that you were not vetted for. Stella Show Mgmt. Co. reserves the right to make the rules and regulations it deems proper and necessary. The Exhibitor agrees to accept such rules and regulations and any interpretation as is set forth by Stella Show Mgmt. Co. Magazines or subscriptions to magazines other than those owned by Hearst may not be sold at the Country Living Fair. Branded Country Living Fair items may only be sold by the Country Living General Store. For more information on how to produce branded Country Living Fair items for Country Living see Michele or Dot for contact information.
The show is spread out in many areas of the Fairgrounds. Don’t forget, it’s an indoor/outdoor event, in the buildings and barns, some spots may be uneven.
- Please keep your area clear of trash; bags will be available at the Fair Information Office if you do not have your own. We must leave this property in the same condition we found it. There will be a dumpster for cardboard, please flatten all cardboard & put next to any trash container.
BADGES: If you have not yet submitted the names of your helpers and workers, please do so before Monday, April 17 so we can get them in your check in packet. You can email the names to us or use the online form. If you request badges at the Fair, you will have to wait and pick up at a later time.
BREAKDOWN: Sunday evening 5:30 pm to 11:00 pm. All booths must be kept intact during all contracted and publicly advertised show hours. You will receive a pass from a Stella Show staff person when you are all packed and ready to load. Do not try to bring your vehicle onto the exhibit field until you are fully packed, ready to load, and have received the pass from a staff person. This works best for everyone’s safety. Additional load out details will be distributed at the Fair.
Don’t pack early on Sunday! We know Sunday is slower and can be challenging but please don’t pack or bring packing materials into your booth until after 5pm, no matter how slow you perceive the Fair to be. It only becomes a self-fulfilling prophecy, and Sundays become slower and slower each year when vendors pack early. If you cannot remain set-up until 5 pm (no matter your perception of business) please advise and we will fill your booth with a vendor from the waiting list.
COUNTRY LIVING FAIR DOLLARS: We have been offering for sale, a Country Living Fair Gift Certificate called Country Living Fair Dollars. They are sold in increments of $10 and are valid only for shopping at all Fairs. In addition, FORD is giving out a $5 Fair Dollar for those visitors who participate in their Ride & Drive Experience. Neither Fair Dollar is valid for online purchases. When a customer presents you with the Dollars for payment, you treat it just like cash and give them change if necessary. At any time of the day, bring your Dollars to the Fair Information Office and we will reimburse you in cash for the amount you redeem. You will receive a sample sheet in your Check-In packet.
CUSTOMER ASSISTANCE: A Customer Large Item Pick Up area will be designated. Customers will not be allowed to drive into the show area during show hours but staff with dollies will be able to assist with large items. Customers can obtain assistance from the Stella Staff person posted at Customer Pickup. We offer complimentary bag check for visitors at the end of Building B, Market & Groves St and at the Green Gate. More information on Large Item Pickup will be in your Check-In Packet. We also have a shipping company near the Fair Information Office for those visitors who need to ship purchases home.
EQUIPMENT: Your booth size and if you ordered electric was indicated in the body of this email. If you have electric, bring UL certified extension cords, as the outlet may be a distance from your space.
HOTELS: Hotels fill quickly. The Lodging sheet is posted on www.stellashows.com. If you have emailed us about camping, more info will be sent separately.
INFORMATION : The Fair Information Office is located at the end of Building B across from the Music Stage. We always have someone posted in this office to help answer vendor and visitor questions. This is where you can pick up badges, extra vehicle passes and ask questions or send visitors with questions. We also have a shipper posted next to us for visitor’s shipping purchases home.
LOADING IN: Please follow the direction of our staff in yellow Stella safety vests. They are here to insure a smooth and safe setup for all vendors. As you exit Interstate 40 be alert for Peyton Road and you will see signs that will direct you to the vendor drive-in entrance of the Fairgrounds on Peyton Road. We will move you in as quickly as possible. Once you receive your vehicle pass, please display it visibly in your driver’s side windshield so our staff can quickly determine the area you are going to. There is one way in and one way out, so please be patient.
Please unload your vehicles as quickly as possible and see our staff to remove your vehicle from the loading areas so others may drive in.
Helpers that just need to park not unload; will be directed to a designated parking area closest to the drive-in entrance. It is the booth owner’s responsibility to make sure helpers have a vehicle pass and badges. Please make sure all workers have a vehicle pass and you direct them to park in Vendor Parking only. Badges will be available for pick up at load in.
MERCHANDISE IDENTIFICATION: Identification and price tags are available free of charge at the show office. We ask that all antiques & reproductions be properly identified.
PARKING FOR VENDORS: Vendors, helpers and workers must park in the designated vendor parking area with your vehicle pass in your windshield. Our staff will be able to direct you there when you are finished unloading. Your vehicles will be accessible at all times. Make sure your vehicles are locked and there are no valuables visible in the vehicle while in the parking lots, there is minimal security and they can’t be everywhere at once. (Please see separate paragraph on Security on page 4) Once the show is closed, you should park at your hotel.
If you would like to drop a trailer in vendor parking and be able to take your vehicle back and forth, you must make arrangements at the back gate or show office prior to dropping the trailer. This way, if we need to have the trailer moved or contact you for any reason we know who to contact. Extra vehicle passes are available at the Fair Information Office.
PORTERS: We will have limited porter staff. Porters are not experienced movers and are not familiar with fragile products or antiques. See Stella Staff (wearing yellow safety vests) in the loading area to obtain porter help. Do not take porters out of turn. If you choose to use their help, it is your responsibility to supervise the safe loading and unloading of your merchandise. A modest tip is customary. We recommend you bring your own staff if possible. Show porters can only work with a dealer to unload or load merchandise, which typically is about 20 minutes to an hour. They are not permitted to set up your booth. If you need more help than this, you need to hire someone.
RESTOCKING: You can restock by hand carrying or using a small dolly at any time during Fair and vendor hours. Vendors will be allowed to drive into the Fairgrounds between the hours of 7 am and 7:45 am on Friday and Saturday to restock. On Sunday, restocking with a vehicle will be allowed from 8:30 am to 9:15 am. All vehicles must be moved to vendor parking as soon as possible after unloading. Vendor parking is accessible during show hours if you need to carry in items. The Fairgrounds must be clear of vehicles 30 minutes before we open to the public. Vehicles are not allowed on the show grounds when the public is present.
SECURITY: This is an open booth exhibition. Security of your merchandise is your responsibility. The best security is for you or your representative to be in your booth during all exhibitor hours. We will have security overnight at the show site. No one will be permitted in the tents or the exhibit areas after closing or before opening to exhibitors on show days. Please do not enter the tents in the morning until they have been opened by Stella Show Mgmt. Co. staff. Security personnel will patrol the grounds during non-show hours. No one may enter exhibit areas while the show is closed. If you left a necessity in your booth, request an escort by security or management.
Be aware of your surroundings and others around you. It is recommended to change up your money handling procedures each day – don’t be predictable. Do not leave money or valuables in your unattended vehicle at any time especially after leaving the fair at breakdown. It is much safer to have in your booth where you or your helpers are at all times. It is not advisable to leave your vehicle pass in your windshield while away from the Fair.
SMOKING: There is NO SMOKING within the show areas. Please go outside of the show area to smoke.
SPREADING: Please be aware that we will strictly enforce spreading at the Fair. Excessively spreading merchandise outside of the booth markings can make it difficult for loading and unloading and actually DANGEROUS and uncomfortable for attendees.
Aisles are measured to leave room for attendees to comfortably move between the booths and for them to be able to exit swiftly and/or for an emergency vehicle to move through in case of incident.
You can restock by hand carrying or using a small dolly at any time during Fair hours.
If you are unclear on this policy or have questions once you are in your booth please see Michele or Dot.
TAXES & RECEIPTS: Local sales tax is 9.25%. You are required to collect and remit the sales tax after the event. NEW this year– you will receive instructions in your Check In Packet on how to remit the sales tax electronically. There are instructions for both in state and out of state (or casual users)on this sheet. The tax department has been given a list of vendors for the Fair.
Customers are entitled to receipts with your name, phone number, description of merchandise and price. In addition, this helps them find you for future purchases.
WIFI: Wifi is available in many areas of the Fairgrounds and the Expo Building at no charge. We are installing boosters but the service could be spotty. If your success depends on wifi we strongly suggest you have an alternate plan in place, such as a mi fi unit.