Information and Forms for Accepted Exhibitors
COUNTRY LIVING FAIR, SEPTEMBER 16, 17 & 18, 2016
SET UP HOURS: Wednesday, Sept. 14, 1 pm to 6 pm and Thursday, Sept. 15, 8 am to 6 pm.
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 Village; all of the spots are good. Especially with so many visitors to the show. Don’t forget, it’s an outdoor event, and even in the tents, some spots may be uneven. The village is charming and NATURAL!
- Please keep your area clear of trash; bags are available at the Fair Information Office if you do not have your own. We must leave this historic site in the same condition we found it.
BOOTH GUIDELINES: Your booth size and type was indicated in an email sent to you. No electric is available. Be aware that layouts and spaces do change from year to year, please do not count on exactly what you had last year.
Own Tent: this space comes with no equipment. You are required to bring your own white tent, which must have a fire retardant certificate. Most “own tent” spaces will be on a grassy field back to back and side to side. No tables, chairs, electric or walls are included or available for these spaces.
Individual Tent: A white tent will have already been constructed 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. Tents are back to back and side to side. No tables, chairs, electric or walls are included. Tables are available, please order via email (email@example.com) or by calling by Sept. 9th.
Group Tents: You will be in a tent with several other vendors of a similar type (i.e.: artisan, antiques or gift). Spaces will be back to back and side to side down the center of the tent. There are no walls or backdrops between the booths unless you bring them. A clear perimeter walkway must be left for visitors in case of inclement weather or to be out of the sun. No tables, chairs, electric or walls are included. Tables are available; please order via email (firstname.lastname@example.org) or by calling by Sept. 9th.
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 offer 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. 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. You will receive a sample sheet in your Check-In packet.
CUSTOMER ASSISTANCE: A Customer Large Item Pick Up area will be designated at the Church gate on Velma Ave (where vendors drove in to unload). 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 the Schoolhouse building on Main St and Customer Pickup. We also have a shipping company at the Fair Information Office for those visitors who need to ship purchases home.
HOTELS: Hotels will fill up. The Lodging sheet is posted on www.stellashows.com. The Fairfield Inn & Suites OSU is offering a vendor only rate of $115 with a 5 night minimum. Call 800-701-4485 and use booking code CLV or book online http://bit.ly/1Mcjklg.
INFORMATION : The Fair Information Office is located on the Main Green across from the CL Kitchen. 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 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 I-71 you will see signs that will direct you to the Check In point. where you will receive your packet with vehicle pass, badges and other show details. Once you receive your vehicle pass at Check In, display it visibly in your driver’s side windshield so our staff can quickly determine the area you are going to. We will move you in as quickly as possible. Please do not be concerned if we pull in a vehicle that is behind you in line. We pull in vehicles in the order that there is space available for unloading in various areas on the grounds. We try to get you as close as possible to your space, but you may want to bring your own dolly in case you are loading from a distance. 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 follow our procedures and guidelines and have a vehicle pass and badges. Please make sure all workers have a vehicle pass or else they will have to pay to park on show days. Badges will be in your Check In packet.
MERCHANDISE IDENTIFICATION: We ask that all antiques & reproductions be properly identified. Identification and price tags are available free of charge at the Fair Information office.
PARKING FOR VENDORS: Vendors, helpers and workers will park in the Crew Stadium parking lot closest to the drive in entrance 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 paragraphs on Security) 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. We do not rent this area and it is imperative we know who the trailers belong to so none are towed. 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 to unload and reload your vehicle. 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. There are several daily labor companies in and around the Columbus area.
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 Village 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 close by and accessible during show hours if you need to carry in items. The Village grounds 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 overnight security within the Fair area. 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.
SHIPPER: There is a shipping and delivery service near the Fair Information Office for those visitors who need to have purchases shipped or delivered home. The shipper is a nearby UPS Store that also offers printing and copying services.
SMOKING: There is NO SMOKING within the show areas. Please go to the designated area outside the gate to smoke.
SPREADING: Please be aware that we will strictly enforce spreading at the Fair. Over the last several years vendors have been excessively spreading merchandise outside of the booth markings to the extent that it has become 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 please see Michele or Jeanne.
Outdoor spaces (own tent) and individual tents – After all vehicles have loaded in the area, vendors may spread merchandise up to a maximum of 2 feet from the edge of the front mark of the booth to soften the visual edges of the booth. This policy is not applicable to the side of a corner(s).
Group tents – After all vehicles have loaded in the area, vendors may spread merchandise in the small area on the outside of the tent not wider than the rope/tent stakes. There is NO spreading under the group tents – the booths are 10 feet deep and the 5 foot aisle to the edge of the tent must be kept completely clear of merchandise to leave room for attendees to walk under cover.
TAXES & RECEIPTS: Local sales tax is 7.50%. To apply for an Ohio tax number contact http://www.tax.ohio.gov/. 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: The Wifi service is not reliable and will not reach all vendor areas. If your success depends on Wifi, you should be prepared with a back-up option such as a Mifi unit from your wireless carrier.