Vendor Information

VENUE:
The event is being held in the Gymnasium within the Ernst Community Cultural Center at Northern Virginia Community College. The Gymnasium space is served by a loading dock. Vendors will be able to load-in starting at 8AM on the morning of the event. Vendors will have one hour at the end of the event to clear the Gymnasium by 5PM.

EVENT DAY SCHEDULE:

7:00 AM: Event Setup
8:00 AM: Begin Vendor Load-In
9:00 AM: Vendor Mingle - Free Coffee & Donuts
9:30 AM: End Vendor Load-In
10:00 AM: Open to Public
4:00 PM: Close Event, Begin Load-Out
5:00 PM: All Vendors Clear of Gymnasium

SPACE RENTAL OPTIONS:

Booth: 10'wide x 8'deep space backing up to a wall, with 8' table, chair, two event passes and access to electricity. You can position your table(s) and products within the space as desired.

Table: An 8'wide x 2.5'deep table, chair, two event passes and access to electricity. Products may be placed on top of and under the table, but TABLE MAY NOT BE MOVED OR REPOSITIONED.

Corner Table: Two tables, each 8'wide x 2.5'deep, configured as a corner, with chair, two event passes and access to electricity. Products may be placed on top of and under the table, but TABLES MAY NOT BE MOVED OR REPOSITIONED.

SPACE RENTAL FEES:

ELECTRICITY:

All spaces (Booths, Tables, Corner Tables) will have access to electricity, meaning that outlets should be located within the reach of a 20-30 foot extension cord. Please be sure to bring an extension cord if you need electricity for your space.

ATTENDEE INCENTIVE:

Please note that we are offering a discount of $2.00 off of General Admission for attendees who bring a guitar or amplifier with them into the event. The purpose of this incentive is to provide vendors with buying/trading opportunities. When you see attendees with an amp or instrument case, we encourage you to ask to see it, and wheel and deal as you see fit.

VENDOR MINGLE:

We encourage you to plan to be all setup by 9AM so that the 9-10AM hour can be used for vendors to roam the show floor and do some pre-show mingling, buying, selling or trading. We will have complimentary coffee and donuts, provided courtesy of the School of Rock of Greater Washington DC.

NOISE CONTROL/AMPLIFIER DEMONSTRATIONS:

We are committed to keeping the noise/volume level within the event space at a comfortable level. We also understand the need to demonstrate items, particularly amplifiers. We will provide a space, outside the main event floor, where you can setup an amplifier for a customer try out at volume.

Within the main event space we require that all tryouts be as brief and subdued as possible. If event management determines that your noise level is excessive you will be flagged up to two times with a Yellow Card (yes, like soccer). If your noise level is determined to be excessive a third time, you will be flagged with a Red Card, and your electrical connection will be terminated. There will be no refund of space fees in this situation. You will be allowed to continue to sell at the event without power. Please be considerate of others, and use the demonstration area, and don't make us Red Card you.

SPACE ASSIGNMENTS:

You will receive your space assignment and wrist-bands three weeks prior to the event date.

FOOD/VENDOR PROHIBITION ON SALE OF FOOD:

We will have sandwiches and coffee/soft drinks available for sale within close proximity of the main event space. Vendors are not permitted to sell food and/or drinks.

ATM:

Yes there is an ATM within a short walk of the Ernst Gymnasium.

LAYOUT:

The arrangement of Booths, Tables and Corner Tables are shown in the diagram below. There are 30 Booths, 54 regular Tables, and 6 Corner Tables (designated E1, E10, F1, F10, G1, G10)

DAY OF EVENT SPACE RENTAL:

Walk-in vendors who want to register on the day of the event will be served on a first-come, first-served basis but are not guaranteed any space availability.

TAXES:

Some vendors may need to collect sales tax and file with the appropriate state in accordance with their rules and regulations. If needed, the Virginia Temporary Sales Tax Certificate / Return (Form ST-50) can be downloaded here. Instructions are included on the form.