Information and Forms for Accepted Exhibitors
COUNTRY LIVING FAIR, October 23, 24 & 25, 2015
Stone Mountain Park Event Meadow
SET UP HOURS: Wednesday, Oct. 21, 1 pm to 6 pm and Thursday, Oct. 22, 8 am to 6 pm. All vehicles 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.
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.
“A TO Z” VENDOR GUIDELINES & INFORMATION
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. 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.
- The show is spread out in many areas of the Event Meadow; all of the spots are good. Especially with so many visitors to the show. Don’t forget, it’s an outdoor event, some spots may be uneven. It’s nature!
- 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 site in the same condition we found it.
BREAKDOWN: Sunday evening 5:30 pm to 11:00 pm or Monday morning from 8:00 am to 11 am. 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 into the exhibit area until you are fully packed, ready to load, and have received the pass from a staff person and have been instructed by a Stella Staff person to enter the exhibit area. This works best for everyone’s safety. Additional load out details, including sign up for Monday, 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.
CHANGE: There is no place at the Fair for you to buy change. Please come prepared with enough change for your customers each day.
COUNTRY LIVING FAIR DOLLARS: We have been offering for sale, a Country Living Fair Gift Certificate. They are sold in increments of $10 and are valid only for shopping at the Fair. They are not 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. The FORD Experience Tour is also giving out a $5 Fair Dollar, treat in same way. You will receive a sample sheet in your Check In Packet.
CUSTOMER ASSISTANCE/SHIPPING: A Customer Large Item Pick Up area will be in Blackberry Field by the CL Kitchen Stage. 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 have a Porter Pick Up tag system to have our staff bring items to Large Item Pickup for you and your customers. There will be a sample tag in the envelope with your badges when you check in and you can get more at the Fair Information Office. We offer complimentary bag check for visitors at Customer Pickup and any of the bag check/subscription tents- located near A 17, A 114 D 45, and The Fair Info Office.
There is a shipper on site on the Main Green. You can call or text the shipper, Howard Lowe of the UPS Store at 404-542-1752.
EQUIPMENT: Your booth size & type will be sent via email. Electric is not available. Gas powered generators and candles are prohibited by the Stone Mountain Park Safety Department in this very wooded venue.
Be aware that layouts and spaces do change from year to year, please do not count on exactly what you had last year. Sometimes a space might be empty next to you one year but filled the next.
Own Tent: This space comes with no equipment. You are required to bring your own white tent. Most “own tent” spaces will be within the trees on a bed of pine needles and soil. You must bring all of your own equipment for these booths (tables, chairs etc.).
Individual Tent: this space comes with the size tent indicated in the email. The tent will be up in your spot when you arrive. Individual tents come with full tent sides all around that can be rolled up or down depending on the weather. Please do not remove the sides. It is your responsibility to secure your tent sides each day. No tables, chairs or walls are included.
HOTELS: The current lodging list is available at stellashows.com.
INFORMATION: The Fair Information Office is located on the Main Green across from the Main 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 here for visitors to ship purchases home.
LOADING IN: Attached to this email is an Entry Pass that will allow you entry into the Park on set-up days.
At Vendor Check In you will receive the 2 passes you will place in your windshield; the yellow Gate Pass (you can only get 1 or 2) will get your vehicle through the main entrance of the Park on Fair days so you don’t have to pay. The Vendor Vehicle pass (unlimited amount) gets you to the proper loading area.
Our rule of thumb for vehicles is: 10×10 booth one vehicle, 10×20 booth, a maximum of 2 vehicles. Although we try to accommodate all, additional vehicles for loading or unloading may have to be parked a distance away & will have to dolly to the space. Bring your own dolly.
Once you receive them, please place the Gate Pass card and Vendor Vehicle Pass in your windshield as you approach the loading entrance. 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.
There is one way in and one way out, so please be patient. Stay on paved pathways as much as possible.
It is imperative that you unload your vehicles as quickly as possible and see our staff to remove your vehicle from the loading areas so others may drive in. If you need an excessive amount of time to unload your vehicle (more than 45 min) you may be required to do so in more than one shift so that we can accommodate all vendors. Your vehicle CANNOT stay at your space while you set up.
Helpers that just need to park not unload; will be directed to exhibitor parking. It is the booth owner’s responsibility to make sure helpers have a Vendor Vehicle Pass and badges. We can only provide one or two gate passes per booth but as many Stella vehicle passes as needed. We only receive a set amount of gate passes from SMP and need to make sure we have enough. Your other workers can try to talk their way in or may have to pay to park.
We can only guarantee each vendor one gate pass. (The Gate Pass covers the $15 entry fee each time they drive through)
- VEHICLE SIZES: Trucks and any vehicle towing a trailer will be permitted to enter the loops to unload at the discretion of the Stella parking/operations staff only. Typically the maximum size allowed for Trailers is 15’ long towed by a vehicle 12’ or under. Maximum size for Box trucks is 24’ long to be allowed in the loops, but again at our discretion. Good news- if your booth is located in the C Loop, this area is easier to maneuver long vehicles and may accommodate vehicles with trailers up to 19’. There are dollies available and some porter help if your vehicle is too large to drive to your booth. The size of a vehicle and whether it can enter the loops will be up to the discretion of our operations manager. Just because you were able to drive to your booth with a large vehicle last year does not necessarily mean you will be able to do it this year—trees grow, wires droop, facilities put up infrastructure. We will do our best to accommodate everyone in a safe manner and in a way that is good for everyone.
MERCHANDISE IDENTIFICATION: Identification and price tags are available free of charge at the Fair Information Office. We ask that all antiques & reproductions be properly identified.
PARKING FOR VENDORS & STAFF: Vendors, helpers and workers will park in the designated exhibitor parking areas with your vehicle pass and gate pass in your windshield. Please instruct your staff to park only in Exhibitor Parking. Do not take customer spaces away.
Our staff will be able to direct you there when you are finished unloading. Your vehicles will be accessible at all times. If you would like to drop a trailer in exhibitor parking and be able to take your vehicle back and forth, please make arrangements with Stella staff 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. As always we do not recommend leaving merchandise or other valuables in your vehicle in the parking lots. Once the show is closed, park at your hotel. Be sure to remove your vendor identification when leaving the show areas for your own security.
PETS: NO pets are permitted on the grounds.
PORTERS: We will have limited porter staff. Porters are not experienced movers and are not familiar with antiques or other fragile products. If you choose to use their help, it is your responsibility to supervise the safe loading and unloading of your merchandise. See Stella Staff (wearing yellow safety vests) in the staging area to obtain porter help. Do not take porters out of turn. Show porters can only work with a dealer to unload or load merchandise, which typically is about 20 min to an hour. They are not permitted to set up your booth. If you need more help than this, you need to hire someone. There are many temporary labor companies in Atlanta. We recommend you bring your own staff.
RESTOCKING: You can re-stock with a dolly from the parking area any time you need to. Restocking is not permitted at the end of the day. Drive in restocking is only in the mornings between 7:00–7:45 (Fri & Sat) and 8:30-9:15 (Sun) at the discretion of our Operations Manager. Be aware, vehicles with trailers and large trucks will not be able to drive in to restock.
Many spaces are deeper than marked and you may be able to keep extra stock neatly behind your tent. It must be kept NEAT because visitors could see the back of your booth from the other parts of the loops because a circle or loop has no back.
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 other vendor’s tents in the morning until they have been opened by the booth holder. 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 mgmt.
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 to the designated area outside the gate to smoke.
SPREADING: All booths at this Fair location are in wooded areas along a paved path. The spaces are quite deep, have many trees and can be uneven in spots but you will find a reasonably level and clear 10×10 or 10×20 space (depending on what you contracted for) within the wooded area you have been assigned. You are welcome to spread into the uneven wooded area around your clear space. You may not spread onto the paved path, across the pathway or into someone else’s assigned area or their extra space. Check-out counters must also be within your space, not on the pavement or across the path. The amount of space for spreading is not exactly definable or even consistent from space to space but typically most booths have at least 5 – 10 extra feet of depth that might be hilly or treed. Ask Jeanne or Michele first if you have questions about spreading.
TAXES & RECEIPTS: Local sales tax is 7%. To apply for a Georgia tax number contact www.etax.dor.ga.gov. Customers are entitled to receipts with your name, phone number, website or email address, description of merchandise and price. In addition, this helps them find you for future purchases. If you do only a few shows in Georgia per year, you can file a temporary event tax form.
WIFI: There is no Wifi on site. If your success depends on Wifi, you should be prepared with something such as a Mifi unit from your wireless carrier.
Stella Show Mgmt. Co. ~ 277 Fairfield Rd, suite 321, Fairfield, NJ 07004~ 973-808-5015 ~F 973-808-6806 ~ email@example.com