Exhibitor Booth Application 2012

By cpday • Uncategorized • 23 Aug 2012

Thank you for your interest in becoming an exhibitor at the 2012 College Park Day on October 27, 2012.

College Park Day is a festival to celebrate the diversity of our town, and all the wonderful things the community has to offer. Last year there were over 70 organizations that participated by providing entertainment, displays and information, food and beverages, and arts and crafts to over 2,500 attendees. The event will take place rain, shine, or snow!

We will include your organizations name on our promotional materials and website, but you must register by October 12, 2012. Any registrations after this date, we cannot guarantee that you will be included in our promotional materials.

To aid in helping you have a great experience at the event this year the organizing committee would like you to read through the information to register for this year’s event.

College Park Day 2012
Exhibitor Agreement

The City of College Park thanks you for your interest in participating in our 3rd annual event!
Please review the following guidelines to become an exhibitor at this year’s event:

Event Information:
Event Date:                         Saturday, October 27, 2012
Event Time:                         11:00am – 3:00pm
Event Location:                 College Park Community Center, 5051 Pierce Avenue, College Park, Maryland 20740

Guidelines for Exhibitors:
The City of College Park is happy to provide 1 exhibitor space free of charge for 2012.  Each space is defined as 10’ deep by 8’ wide and delineated by the parking spaces in the College Park Community Center parking lot.  Exhibitors agree to keep all of their goods and services within their assigned area, and not encroach into neighbor’s assigned area unless agreed upon by both parties.  If an exhibitor needs additional space – a fee of $50 will be charged and payment needs to be received no later than October 12, 2012.

On a first come, first served request basis exhibitors may request as many as 1 – 6’ banquet table and 2 folding chairs free of charge that will be furnished upon their arrival to load in the day of the event.  We cannot guarantee availability of these items, so please submit your request for space and equipment as soon as possible. We highly suggest you provide your own table covering as the quality of table tops vary.

Exhibitors must provide their own equipment: Canopy, supplies, hand trucks and carts, additional tables and chairs.  Event table and chairs subject to availability (see above).  College Park Day does not provide any electrical supply or connections.

Please remember that this is a community event/festival, and you should price your offerings accordingly.
Bring plenty of change as there is no ATM onsite for guests to get money.

Exhibitor Space Assignments
Spaces will be assigned in mid-October.  We will do our best to accommodate specific requests by cannot make any guarantees.  Prime locations are assigned to event sponsors and College Park Organizations/Businesses first.  The event organizers offer remaining spaces allocated in order of applications received by previous participants and new participants, and are at their sole discretion.

Exhibitor Cancellation Policy

If an exhibitor requests a space or pays for additional space and needs to cancel their participation, they must do so in writing to cpdayevents@gmail.com no later than October 25, 2012 without penalty.  Refunds will not be given after October 25, 2012.   Exhibitors who no-show for the event and request space the following year receive low-priority for space and will be put on standby for free equipment (table and chairs).

Exhibitor Day of Event Set up and Strike

Exhibitors can begin to arrive no earlier than 8:30am the morning of the event for set up.  All exhibitors must be completely unpacked and vehicles out of the load in area by 10:30am.  No exhibitor parking in the College Park Community Center for the 2012 event.  We encourage all exhibitors to park at the free satellite parking lot and take the shuttle back to the event to allow for more visitors parking in the neighborhood.  Load in entrance will be located on the west side of the College Park Community Center between the building and the athletic field.  A staff member will be there to greet you and hand you your space number.  Please drive carefully to your space, unload and move your vehicle.

Exhibitors can begin to break down their booth any time after 2:30pm, but will not be allowed to bring their vehicle back onsite until 3:01pm.  We will have security at the parking lot entrance this year to keep event visitors and other exhibitors safe while the event takes place.  Exhibitors must clean up their space completely before departing the event.  The event organizers will have ample trash and recycling containers spread throughout the event site to accommodate your clean up.  Any exhibitor leaving trash or debris at the event will receive a $150 cleanup invoice from the City of College Park as well as have an impact on your ability to participate in future events.  Please check out with event staff prior to departure to be cleared of the cleanup invoice.

College Park Day will take place rain, shine, or snow
!  Exhibitors are encouraged to supply their own canopy or tent for their assigned space.  In the event of extreme weather or other unforeseen event, the event organizers have the sole discretion to cancel the event, and will make their best effort to reach all exhibitors in a timely manner.

Taxes are the responsibility to each exhibitor selling items at the event.  As required by law, the College Park Day event organizers will submit the list of vendors to the State of Maryland comptroller’s office the week after the event.

Exhibitor Application Process

Please send an email to cpdayevents@gmail.com with the following information:

  • Your name & Organization Name/Company Name
  • Your official mailing address (street, city, zip code)
  • Your telephone number/Your mobile number (for day of event purposes)
  • How you would like your booth listing on printed materials for guests
  • Kind of Exhibitor (Artist, Community  or Non Profit Group, History or Heritage Organization, Business)
  • What you plan to exhibit in your booth
  • Your website address
  • Request for 1 table and 2 folding chairs
  • Request for specific space or placement near another group

When we receive your request we will send you a confirmation email letting you know that we are holding space for you within 2 business days.  We will then be in touch with you the week of October 15, to get confirmation that you are still planning to participate.  Our primary method for communicating with you will be via email.  Please be sure to mark cpdayevents@gmail.com as a safe sender – to ensure our messages to you don’t find their way to your spam folder.

Exhibitor space may fill up quickly.  We will institute a wait list for any exhibitor requesting space after we are full.  Wait list exhibitors will be contacted October 25 for additional space availability and participation in the 2012 event.

Comments are closed.