GENERAL GUIDELINES

DEADLINES

Approved invoices are due by October 31st. Failure to submit the full booth fee by the deadline will forfeit your participation in the 2024 Christmas Expo. All payments are non-refundable. Should there be a wait list, all non-payments will then allow the wait list to go into effect.

BOOTH INFORMATION

There are two different booth sizes, 10’ wide by 8’ deep, and 8’ wide by 8’ deep. All of the booths are located on the inside of the Ballroom at Hilton Garden Inn as well as right outside of the Ballroom entryway. After registering and paying your booth fee in full, your information packet will provide you with a detailed map that explains where your booth placement resides. You will not be able to share booths between different companies. Your booth includes a 6' table and two chairs. You must bring your own displays, but they must fit within your allotted space. Electricity is available but outlets are limited so you will want to ensure that you express in your application that you need access. You are not guaranteed a booth with electrical access unless you dictate it in your application. Vendors are responsible for providing an extension cord and power strip should you need it.

Booths will be allotted on a first-come, first-served basis, allocating booth space in the order in which we receive them. You will not be placed on the vendor list until we have received both your application and payment in full by the deadline. Applications will be accepted up until the day prior to the event if there is still space available after the deadline. A vendor confirmation packet will be sent to you before the Expo, this will include advertisement for you to share with your customers for your own products via social media (not to be used for printing purposes). Booth placement is not guaranteed until you receive your confirmation packet, which will be sent via email.

LATE ARRIVAL & EARLY DEPARTURE POLICY

Vendors are required to participate in the entirety of the Expo, from 11am to 6pm, which means that you will need to be in place and set up before 11am. The ballroom will be open at 8am for you to start set up. Vendors that arrive late or leave early will not be invited to participate in the Expo in future years. This is a very firm policy.

CREDENTIALS

Credentials will be provided in the form of badges, which will be provided for each member that will work in your booth. Only individuals, 18 years or older, with credentials will be granted access to the areas prior to and following shopping hours. Please designate the number of credentials requested on the specified line of the application.

PROCEDURES FOR SET-UP & CLEAN-UP

Vendors should unload and remove their vehicle from the entrance area of the Expo before continuing with booth set up. Please leave parking spaces close to the Expo free and available for shoppers. All set-up must be complete and vendors ready for business no later than 10:30 a.m.

Vendors must clean up their areas at the end of the Expo. Vendors should first pack up the entire contents of their booth before pulling vehicles into the Expo area. Vehicles must not be brought into the Expo area until 15 minutes after the close of the Expo. All vendors should load vehicles and be clear of the area within an hour after closing of the Expo. Vendors must remove all trash. Vendors in violation of this policy will be denied participation in future Expos.

PHOTO RELEASE

Vendors of the 2024 Christmas Expo may appear in pictures taken for publication purposes By signing the application, vendors agree to have themselves or their products photographed and printed in publications as well as affiliated websites and social media outlets.

RELEASE OF INFORMATION

Should we receive requests for vendor contact information from journalists writing promotional articles for our market or customers interested in making direct purchases, by signing the application, vendors agree to the sharing of information as it relates to the promotion of the market or the vendor himself/herself.

OVERSIGHT

The 2024 Christmas Expo Director, Angela Latham, shall enforce all guidelines without bias or favor, consistently, and fairly. The director shall have the authority to enforce, as well as amend the guidelines if necessary. Furthermore, the director has the right to accept or decline any items or vendors.