the hampton classic
THE HAMPTON CLASSIC Hampton Classic Horse Show, Inc. • PO Box 3013 • Bridgehampton, NY 11932-3013 631-537-3177 • 631-537-5443 (FAX) • Email: [email protected] • www.hamptonclassic.com
February 2018 To Whom It May Concern: Thank you for your interest in obtaining vendor space at the 2018 Hampton Classic Horse Show. We welcome all applications. Please know that space is assigned through committee decision, not on a first come, first serve basis. This year’s show dates are August 26 - September 2. If accepted, you will be required to be open all days and be available on set-up days (8/24-25) as well as breakdown day (9/3 - Labor Day). The three options for booth space are: •
Boutique Garden Booths - The Boutique Garden is conveniently located near the main grandstands and food service area and has entrances directly from the parking area and from the Hunter Rings and Stable Row. The minimum booth size is 12’x12’ but may be enlarged per 4’ increments at an additional cost of $950.
•
Stable Row Booths - The Stable Row booths run along the stabling area and nearby the Hunter Rings, the show office as well as Jumper 2 Ring. The booth sizes are 15’x15’ or available as a double booth, 30’x15’.
•
Stable Row Trailers / Displays - Stable Row has a few locations that can accommodate trailers, trucks, etc. Please note that trailers requiring excessive space may be accommodated, subject to avail-ability, and additional fees may apply.
Please return the enclosed application with the $50 non-refundable application fee, requesting either the Boutique Garden or Stable Row, along with a separate 50% deposit. The completed application must be received in our office no later than April 1. All products/brands that you intend to sell must be listed on your application (samples, brochures, and pictures of your booth at other shows are helpful). The Boutique Committee will meet to review the applications after the deadline and decide which vendors will be placed. Applicants will be notified of their status by early May. The committee reserves the right to reject any application for any reason. If accepted, you may be asked to refrain from selling certain items. Please be aware the committee does not typically approve static booths or vendors with displays only - i.e. real estate properties, subscriptions, or items for order. Accepted applicants must pay the balance due no later than August 1, 2018. No exceptions will be made regarding deposit and balance payment schedule. Best regards, Bryan L. Cohen Special Projects Coordinator
THE HAMPTON CLASSIC BOUTIQUE GARDEN VENDOR APPLICATION
August 26 - September 2, 2018 Application Fee (separate, non-refundable). . . . . . . . . $ 50
PLEASE NOTE: The application fee is due upon receipt of
Boutique Garden booth (12’x12’). . . . . . . . . . . . . . . . . . . $ 2,800
posit of 50% MUST be received by our office no later than
the application and must be separate from the deposit. A de-
Plywood Flooring rental (12’x12’). . . . . . . . . . . . . . . . . . . $ 360
4/1/2018. If your application is accepted, this deposit will be
Additional 4’ width of booth space - _______ x $950 = $
tal amount due. If your application is NOT accepted, your
treated as a non-refundable payment and applied to the to-
Additional 4’ width of flooring - __________ x $120 = $
deposit will be fully refunded. No deposits will be processed
6’ Table Rentals (6’x30”) -
___________ x $ 35 =$
tween June 2-June 30 will result in forfeiture of the 50% de-
8’ Table Rentals (8’x30”) -
___________ x $ 35 =$
Display without a booth
Application Fee Check Enclosed Deposit Check Enclosed
posit. Cancellations after July 1st will result in forfeiture of the
Ex: sculpture, furniture, etc. Pricing begins at $2,800 depending on the footprint size. Contact us to discuss.
I would be open to a booth on Stable Row if a spot in the Boutique Garden is not available (turn this page over for information.)
until after the vendor has been accepted. Cancellations be-
Total Amount Due
complete fee. The balance due is payable no later than August 1, 2018. Failure to pay in full by August 1, 2018 will result in a 5% late fee on the total amount due. Failure to provide all
$
required proof of insurance and/or NYS Sales Tax Certificate
50% Deposit Enclosed $
of Authority may result in cancellation of your booth space
BALANCE DUE (8/1) $
and forfeiture of your payment.
Charge my credit card for the application fee and, if accepted, keep my card on file to pay the deposit balance & any outstanding fees when due. CC # Exp. Date
CCV #
Company Name Contact Person Address
Telephone Website
Email Facebook Page
Signature By signing this application I understand that if my application is accepted, I agree to the following: - To abide by the guidelines in the enclosed folder - Have my booth open for business during required hours (including Monday 8/27) - Provide a copy of valid certificate of authority to collect NYS Sales Tax by August 1st - Provide a certificate of insurance showing a minimum combined general aggregate liability limit of one million dollars naming Hampton Classic Horse Show, Inc. as a “specifically designated additional insured” - Provide Worker’s Compensation & Employer’s Liability to cover any employees that will be working at the booth (additional information concerning these requirements will be sent upon acceptance) PLEASE RETURN NO LATER THAN APRIL 1 TO: Hampton Classic, P.O. Box 3013, 240 Snake Hollow Road, Bridgehampton, NY 11932. Phone: 631-537-3177 [email protected]
THE HAMPTON CLASSIC STABLE ROW VENDOR APPLICATION
August 26 - September 2, 2018 Application Fee (separate, non-refundable) . . . . . . . $ 50
PLEASE NOTE: The application fee is due upon receipt of
Stable Row booth (15’x15’). . . . . . . . . . . . . . . . . . . . . . $2,000
posit of 50% MUST be received by our office no later than
the application and must be separate from the deposit. A de-
Plywood Flooring rental (15’x15’). . . . . . . . . . . . . . . . . $ 450
4/1/2018. If your application is accepted, this deposit will be
Stable Row Trailer Space (up to 30’ long). . . . . . . . . . . $2,800
tal amount due. If your application is NOT accepted, your
Trailer Dimensions (W x L x D) _____________________________
Stable Row Trailer Space (over 30’ long). . . . . . . . . . . . $3,000 Trailer Dimensions (W x L x D) _____________________________
6’ Table Rentals (6’x30”) - ___________ x $ 35 = $
treated as a non-refundable payment and applied to the todeposit will be fully refunded. No deposits will be processed until after the vendor has been accepted. Cancellations between June 2-June 30 will result in forfeiture of the 50% deposit. Cancellations after July 1st will result in forfeiture of the
8’ Table Rentals (8’x30”) - ___________ x $ 35 = $
complete fee. The balance due is payable no later than August
Total Amount Due
a 5% late fee on the total amount due. Failure to provide all
50% Deposit Enclosed $ BALANCE DUE (8/1) $
I would be open to a booth in the Boutique Garden if a spot on Stable Row is not available (turn this page over for information.)
Application Fee Check Enclosed
Deposit Check Enclosed
$
1, 2018. Failure to pay in full by August 1, 2018 will result in required proof of insurance and/or NYS Sales Tax Certificate of Authority may result in cancellation of your booth space and forfeiture of your payment.
Charge my credit card for the application fee and, if accepted, keep my card on file to pay the deposit balance & any outstanding fees when due. CC # Exp. Date
CCV #
Company Name Contact Person Address
Telephone Website
Email Facebook Page
Signature By signing this application I understand that if my application is accepted, I agree to the following: - To abide by the guidelines in the enclosed folder - Have my booth open for business during required hours (including Monday 8/27) - Provide a copy of valid certificate of authority to collect NYS Sales Tax by August 1st - Provide a certificate of insurance showing a minimum combined general aggregate liability limit of one million dollars naming Hampton Classic Horse Show, Inc. as a “specifically designated additional insured” - Provide Worker’s Compensation & Employer’s Liability to cover any employees that will be working at the booth (additional information concerning these requirements will be sent upon acceptance) PLEASE RETURN NO LATER THAN APRIL 1 TO: Hampton Classic, P.O. Box 3013, 240 Snake Hollow Road, Bridgehampton, NY 11932. Phone: 631-537-3177 [email protected]
THE HAMPTON CLASSIC VENDOR APPLICATION
boutique garden · stable row August 26 - September 2, 2018 Please describe below the items that you plan to sell in your booth. Please be as detailed as possible and list all brands if not your own label/design. Include other brochures or pages as needed. All items are subject to be reviewed and you may not be approved for certain items. Examples:
Jewelry - gold, silver, precious stones, fashion, etc.
Hats - straw, cowboy/oil skin, baseball, high-end
Leather Goods - purses, gloves, boots, etc.
Women’s Apparel
Accessories - belts, scarves, hair accessories, etc.
Men’s Apparel
Shoes / Boots Artwork
1. 2. 3. 4. 5. 6. 7. 8. 9.
10.
SHIPMENTS / PACKAGES
VENDOR CREDENTIALS & PARKING
Please refrain from sending shipments to the showgrounds prior to August 24th. We do not have a storage area. Any boxes arriving early will be left in your booth space unattended. For packages being sent out after the show, please arrange to have labels and forms prepared ahead of time. Vendors must schedule their own pick-up of packages. Remember, Monday, September 3rd is Labor Day. UPS and Fedex will stop at the receiving tent for pick-ups.
In your vendor packet you will receive two vendor passes for early entry (8:00 am) to your booth and to stay after hours (between 5-6 pm). There is no charge for parking. Two hangtag parking passes for you and your staff as well as three additional carload week passes will be in your vendor packet.
SIGNAGE / SELF PROMOTION
In the event of bad weather, the competition will go on unless there is lightening or extreme conditions. Vendors are expected to stay open as long as the competition goes on. No refunds will be provided due to inclement weather or other occurrences beyond the control of the Hampton Classic. Tents are weather resistant. Please bring necessary coverings for your merchandise.
A 4’x1’ sign with your company name will be provided and hung from the tent eaves. Each vendor will be listed in the 2018 Official Show Program and on www.hamptonclassic.com. Please refrain from displaying signs or leaving brochures or other sales materials around the grounds, including but not limited to the VIP Tents, show office, in-gates and office bulletin boards without permission. Items found will be discarded. Any signage or merchandise that is displayed outside your booth or in the garden area must be approved beforehand and may be subject to additional fees. Paperwork outlining this policy will be included upon acceptance. Please contact us with advertising and sponsorship inquiries.
WEATHER PROCEDURES
2018 Hampton Classic Boutique Garden & Stable Row Vendor Information
WI-FI Wireless access is available as a courtesy only and should NOT be relied upon for credit card transactions. Service may be interrupted during high traffic periods. If you plan on using the internet for credit card transactions, you should secure your own wireless card and account. Please make sure all firewall software is up to date.
SMOKING Smoking is prohibited by law under any tented area. Please make sure you, your staff, and your customers do not smoke in your booth.
SOCIAL MEDIA You may promote your presence at the show on our Facebook page, however, we require prior approval of the post. With more than 200 sponsors and vendors, we want to ensure our fanbase is not overwhelmed with sales messages. Inform us about your facebook page and the Hampton Classic will be sure to “like” it as well. You are also able to tag us through our other platforms, such as instagram, snapchat, or twitter - @hamptonclassic.
STAKING Please refrain from staking any signs / racks etc. into the ground in the Boutique Garden or on Stable Row due to electric, phone and water lines running beneath the grounds.
Example of a Boutique Garden booth
TABLE RENTALS 6’ and 8’ rectangular tables are available for rent (see application form). If you rent tables from us, a crew member will bring your table(s) after you have checked in. On set-up days (Friday or Saturday), please check in with our vendor coordinator who will radio to have your tables brought over at that time. We do not rent chairs. Please do not take tables and/or chairs from other areas. Additional fees will apply for tables ordered after August 1st.
Example of a Stable Row booth with flooring
August 26 - September 2
BOOTH APPEARANCE
FINDING A PLACE TO STAY
We encourage vendors to make their space as attractive and inviting as possible. All furniture, display cases, seating, wall coverings or decorative elements are the responsibility of the vendor. Please arrange your floor plan for the actual size of your booth. Do not plan to extend past the footprint of your booth by bringing extra shelving, racks, signage etc. Be respectful of your neighbors’ space.
Finding accommodations close to the showgrounds can be challenging as the summer approaches. We have an accommodations section on our website, www.hamptonclassic.com, where local homeowners and inn keepers advertise their rentals for the season. The nearest “chain” hotel is in Riverhead, approximately 40-50 minutes away.
Display of product outside of your booth may be acceptable upon prior approval by the Hampton Classic.
BOOTH SIZES Since actual measurements of the tents are metric, booth sizes are approximate. The Hampton Classic rents the tents each year. Tent heights are subject to change. Please do not design any installations taller than 7’. Boutique Garden: Booth sizes start at 12’ x 12’ in the Boutique Garden. Booths in the Boutique Garden can be increased in width by 4’ increments. All tents in the Boutique Garden are 20’ deep - 12’ utilized for booth space and 8’ for a walkway for customers to visit each booth protected from the elements. Divider walls are created with 6’-9’ slatted wood. Stable Row: Booth sizes are 15’ wide x 15’ deep. Since these tents are different, they can only be rented as a single or a double booth of 30’ wide x 15’ deep. Divider walls are created with 6’ stockade fencing.
CANCELLATION POLICY Upon acceptance, vendors will have until June 1st to decline the booth space. Cancellations between June 2 - June 30 will result in forfeiture of the 50% deposit. Cancellations after July 1, will result in the vendor being responsible for the entire booth fee. Late cancellations could also impact future acceptance.
DOGS No dogs are allowed in the Boutique Garden, including booths, at any time. Please refrain from bringing your pet(s) while working at the Hampton Classic. This includes set-up and breakdown days.
ELECTRIC / LIGHTING / PHONE Rental fees for tented booths include booth enclosures formed on three sides, a 20 amp outlet, and a phone jack and basic telephone for local calls (if you choose to book a phone line - additional fees apply for phones booked after 8/1). The vendors tents have a string of bulbs running from end to end. Additional lighting may be brought in if electric allows.
FLOORING Plywood flooring can be rented at an additional charge (selected on the application form). If you do not choose to rent flooring, the booth floor is grass. Requests for flooring must be made in advance. Prices will double on flooring orders placed after August 1st. Requests for flooring on or after August 17th, will be three times the original fee.
HOURS OF OPERATION The rental of booth space is for 8 days. Booths are to be manned every day of the show (including Monday, 8/27). Tents are made up of shared space. If your booth is not manned, your merchandise is unattended and open to the public.
REPRESENTING THE HAMPTON CLASSIC Vendors must represent the Hampton Classic in a courteous and professional manner. Orders taken at the show resulting in future shipments to customers must be fulfilled. Communication by customers after the show by phone and/or email should be responded to in a reasonable timeframe. If the Hampton Classic receives complaints about a vendor, it may result in a denial of the vendor application in subsequent years.
SECURITY ISSUES Our security officers are here to protect you and your merchandise. To assist their efforts, please refrain from being in your booth after hours on set-up days and on show days. Please note that the security officers are an outside entity and should not be asked for assistance regarding your booth or the logistics of the horse show. Designated staff will be available for those matters. Also, please do not take items from the showgrounds (property of the Hampton Classic) or enter any other vendor booths or food concession areas after hours.
SERVING OF FOOD & BEVERAGES
Business hours on Opening Day Sunday, Tuesday through Grand Prix Sunday are from 9 a.m. until 5 p.m. and Monday’s hours are 10 a.m. - 4 p.m. You are allowed entrance to your booth beginning at 8 a.m. each day. No one will be allowed in the shopping areas after 6 p.m. 24 hr. security begins on Friday 8/24 at 4:00 p.m.
According to Suffolk County Department of Health, serving of food or beverages in open containers is not allowed without a permit. Any catering must be arranged through our official caterer, Robbins Wolfe Eventeurs. No alcohol may be brought onto the grounds by anyone other than Robbins Wolfe Eventeurs. In addition, no food or beverage may be provided, if they are in conflict with an exclusive sponsorship agreement. Contact us with any questions.
MANDATORY PAPERWORK
SETUP AND BREAKDOWN
All vendors are required to provide the following paperwork (accepted vendors will be advised of deadlines): - a certificate of authority to collect NYS Sales Tax - a certificate of insurance showing a minimum combined general aggregate liability limit of one million dollars naming Hampton Classic Horse Show, Inc. as specifically designated “additional insured." You will not be allowed to set-up without proper insurance on file. - Worker's Compensation & Employer's Liability to cover any employees working in your booth.
NO VEHICLES are allowed in the Boutique Garden at any time. Booth setup is on Friday, August 24th & Saturday, August 25th from 8:00 a.m. 7:00 p.m. Please bring your own tools, brooms, hand trucks, decor, table covers, folding chairs, etc. You will have the opportunity to unload any merchandise by pulling up behind the tents (where available) around 8 a.m. each morning. Please then park your vehicles in the farthest point of the parking area as soon as possible as the show will have started and spectators are arriving. Tent breakdown begins at approximately 5:00 pm on Sunday, September 2nd. All items must be removed from your booth area by 12:00 noon on Monday, September 3rd. (see Shipments/Packages)
- After hours and on-site (during the show) contact information
SHARING / SUBLETTING / TRUNK SHOWS
PAINTING
While sharing is permissible, each vendor must fill out their own application. The committee will then take each vendor into consideration. Sharing or subletting booth space or conducting a trunk show without permission is prohibited and could result in a denial of vendor privileges in subsequent years.
You may not paint the walls or plywood flooring provided by the show. Coverings may be stapled, nailed or screwed to walls.
SHIPMENTS / PACKAGES
VENDOR CREDENTIALS & PARKING
Please refrain from sending shipments to the showgrounds prior to August 24th. We do not have a storage area. Any boxes arriving early will be left in your booth space unattended. For packages being sent out after the show, please arrange to have labels and forms prepared ahead of time. Vendors must schedule their own pick-up of packages. Remember, Monday, September 3rd is Labor Day. UPS and Fedex will stop at the receiving tent for pick-ups.
In your vendor packet you will receive two vendor passes for early entry (8:00 am) to your booth and to stay after hours (between 5-6 pm). There is no charge for parking. Two hangtag parking passes for you and your staff as well as three additional carload week passes will be in your vendor packet.
SIGNAGE / SELF PROMOTION
In the event of bad weather, the competition will go on unless there is lightening or extreme conditions. Vendors are expected to stay open as long as the competition goes on. No refunds will be provided due to inclement weather or other occurrences beyond the control of the Hampton Classic. Tents are weather resistant. Please bring necessary coverings for your merchandise.
A 4’x1’ sign with your company name will be provided and hung from the tent eaves. Each vendor will be listed in the 2018 Official Show Program and on www.hamptonclassic.com. Please refrain from displaying signs or leaving brochures or other sales materials around the grounds, including but not limited to the VIP Tents, show office, in-gates and office bulletin boards without permission. Items found will be discarded. Any signage or merchandise that is displayed outside your booth or in the garden area must be approved beforehand and may be subject to additional fees. Paperwork outlining this policy will be included upon acceptance. Please contact us with advertising and sponsorship inquiries.
WEATHER PROCEDURES
2018 Hampton Classic Boutique Garden & Stable Row Vendor Information
WI-FI Wireless access is available as a courtesy only and should NOT be relied upon for credit card transactions. Service may be interrupted during high traffic periods. If you plan on using the internet for credit card transactions, you should secure your own wireless card and account. Please make sure all firewall software is up to date.
SMOKING Smoking is prohibited by law under any tented area. Please make sure you, your staff, and your customers do not smoke in your booth.
SOCIAL MEDIA You may promote your presence at the show on our Facebook page, however, we require prior approval of the post. With more than 200 sponsors and vendors, we want to ensure our fanbase is not overwhelmed with sales messages. Inform us about your facebook page and the Hampton Classic will be sure to “like” it as well. You are also able to tag us through our other platforms, such as instagram, snapchat, or twitter - @hamptonclassic.
STAKING Please refrain from staking any signs / racks etc. into the ground in the Boutique Garden or on Stable Row due to electric, phone and water lines running beneath the grounds.
Example of a Boutique Garden booth
TABLE RENTALS 6’ and 8’ rectangular tables are available for rent (see application form). If you rent tables from us, a crew member will bring your table(s) after you have checked in. On set-up days (Friday or Saturday), please check in with our vendor coordinator who will radio to have your tables brought over at that time. We do not rent chairs. Please do not take tables and/or chairs from other areas. Additional fees will apply for tables ordered after August 1st.
Example of a Stable Row booth with flooring
August 26 - September 2
February 2018 To Whom It May Concern: Thank you for your interest in obtaining vendor space at the 2018 Hampton Classic Horse Show. We welcome all applications. Please know that space is assigned through committee decision, not on a first come, first serve basis. This year’s show dates are August 26 - September 2. If accepted, you will be required to be open all days and be available on set-up days (8/24-25) as well as breakdown day (9/3 - Labor Day). The three options for booth space are: •
Boutique Garden Booths - The Boutique Garden is conveniently located near the main grandstands and food service area and has entrances directly from the parking area and from the Hunter Rings and Stable Row. The minimum booth size is 12’x12’ but may be enlarged per 4’ increments at an additional cost of $950.
•
Stable Row Booths - The Stable Row booths run along the stabling area and nearby the Hunter Rings, the show office as well as Jumper 2 Ring. The booth sizes are 15’x15’ or available as a double booth, 30’x15’.
•
Stable Row Trailers / Displays - Stable Row has a few locations that can accommodate trailers, trucks, etc. Please note that trailers requiring excessive space may be accommodated, subject to avail-ability, and additional fees may apply.
Please return the enclosed application with the $50 non-refundable application fee, requesting either the Boutique Garden or Stable Row, along with a separate 50% deposit. The completed application must be received in our office no later than April 1. All products/brands that you intend to sell must be listed on your application (samples, brochures, and pictures of your booth at other shows are helpful). The Boutique Committee will meet to review the applications after the deadline and decide which vendors will be placed. Applicants will be notified of their status by early May. The committee reserves the right to reject any application for any reason. If accepted, you may be asked to refrain from selling certain items. Please be aware the committee does not typically approve static booths or vendors with displays only - i.e. real estate properties, subscriptions, or items for order. Accepted applicants must pay the balance due no later than August 1, 2018. No exceptions will be made regarding deposit and balance payment schedule. Best regards, Bryan L. Cohen Special Projects Coordinator
THE HAMPTON CLASSIC BOUTIQUE GARDEN VENDOR APPLICATION
August 26 - September 2, 2018 Application Fee (separate, non-refundable). . . . . . . . . $ 50
PLEASE NOTE: The application fee is due upon receipt of
Boutique Garden booth (12’x12’). . . . . . . . . . . . . . . . . . . $ 2,800
posit of 50% MUST be received by our office no later than
the application and must be separate from the deposit. A de-
Plywood Flooring rental (12’x12’). . . . . . . . . . . . . . . . . . . $ 360
4/1/2018. If your application is accepted, this deposit will be
Additional 4’ width of booth space - _______ x $950 = $
tal amount due. If your application is NOT accepted, your
treated as a non-refundable payment and applied to the to-
Additional 4’ width of flooring - __________ x $120 = $
deposit will be fully refunded. No deposits will be processed
6’ Table Rentals (6’x30”) -
___________ x $ 35 =$
tween June 2-June 30 will result in forfeiture of the 50% de-
8’ Table Rentals (8’x30”) -
___________ x $ 35 =$
Display without a booth
Application Fee Check Enclosed Deposit Check Enclosed
posit. Cancellations after July 1st will result in forfeiture of the
Ex: sculpture, furniture, etc. Pricing begins at $2,800 depending on the footprint size. Contact us to discuss.
I would be open to a booth on Stable Row if a spot in the Boutique Garden is not available (turn this page over for information.)
until after the vendor has been accepted. Cancellations be-
Total Amount Due
complete fee. The balance due is payable no later than August 1, 2018. Failure to pay in full by August 1, 2018 will result in a 5% late fee on the total amount due. Failure to provide all
$
required proof of insurance and/or NYS Sales Tax Certificate
50% Deposit Enclosed $
of Authority may result in cancellation of your booth space
BALANCE DUE (8/1) $
and forfeiture of your payment.
Charge my credit card for the application fee and, if accepted, keep my card on file to pay the deposit balance & any outstanding fees when due. CC # Exp. Date
CCV #
Company Name Contact Person Address
Telephone Website
Email Facebook Page
Signature By signing this application I understand that if my application is accepted, I agree to the following: - To abide by the guidelines in the enclosed folder - Have my booth open for business during required hours (including Monday 8/27) - Provide a copy of valid certificate of authority to collect NYS Sales Tax by August 1st - Provide a certificate of insurance showing a minimum combined general aggregate liability limit of one million dollars naming Hampton Classic Horse Show, Inc. as a “specifically designated additional insured” - Provide Worker’s Compensation & Employer’s Liability to cover any employees that will be working at the booth (additional information concerning these requirements will be sent upon acceptance) PLEASE RETURN NO LATER THAN APRIL 1 TO: Hampton Classic, P.O. Box 3013, 240 Snake Hollow Road, Bridgehampton, NY 11932. Phone: 631-537-3177 [email protected]
THE HAMPTON CLASSIC STABLE ROW VENDOR APPLICATION
August 26 - September 2, 2018 Application Fee (separate, non-refundable) . . . . . . . $ 50
PLEASE NOTE: The application fee is due upon receipt of
Stable Row booth (15’x15’). . . . . . . . . . . . . . . . . . . . . . $2,000
posit of 50% MUST be received by our office no later than
the application and must be separate from the deposit. A de-
Plywood Flooring rental (15’x15’). . . . . . . . . . . . . . . . . $ 450
4/1/2018. If your application is accepted, this deposit will be
Stable Row Trailer Space (up to 30’ long). . . . . . . . . . . $2,800
tal amount due. If your application is NOT accepted, your
Trailer Dimensions (W x L x D) _____________________________
Stable Row Trailer Space (over 30’ long). . . . . . . . . . . . $3,000 Trailer Dimensions (W x L x D) _____________________________
6’ Table Rentals (6’x30”) - ___________ x $ 35 = $
treated as a non-refundable payment and applied to the todeposit will be fully refunded. No deposits will be processed until after the vendor has been accepted. Cancellations between June 2-June 30 will result in forfeiture of the 50% deposit. Cancellations after July 1st will result in forfeiture of the
8’ Table Rentals (8’x30”) - ___________ x $ 35 = $
complete fee. The balance due is payable no later than August
Total Amount Due
a 5% late fee on the total amount due. Failure to provide all
50% Deposit Enclosed $ BALANCE DUE (8/1) $
I would be open to a booth in the Boutique Garden if a spot on Stable Row is not available (turn this page over for information.)
Application Fee Check Enclosed
Deposit Check Enclosed
$
1, 2018. Failure to pay in full by August 1, 2018 will result in required proof of insurance and/or NYS Sales Tax Certificate of Authority may result in cancellation of your booth space and forfeiture of your payment.
Charge my credit card for the application fee and, if accepted, keep my card on file to pay the deposit balance & any outstanding fees when due. CC # Exp. Date
CCV #
Company Name Contact Person Address
Telephone Website
Email Facebook Page
Signature By signing this application I understand that if my application is accepted, I agree to the following: - To abide by the guidelines in the enclosed folder - Have my booth open for business during required hours (including Monday 8/27) - Provide a copy of valid certificate of authority to collect NYS Sales Tax by August 1st - Provide a certificate of insurance showing a minimum combined general aggregate liability limit of one million dollars naming Hampton Classic Horse Show, Inc. as a “specifically designated additional insured” - Provide Worker’s Compensation & Employer’s Liability to cover any employees that will be working at the booth (additional information concerning these requirements will be sent upon acceptance) PLEASE RETURN NO LATER THAN APRIL 1 TO: Hampton Classic, P.O. Box 3013, 240 Snake Hollow Road, Bridgehampton, NY 11932. Phone: 631-537-3177 [email protected]
THE HAMPTON CLASSIC VENDOR APPLICATION
boutique garden · stable row August 26 - September 2, 2018 Please describe below the items that you plan to sell in your booth. Please be as detailed as possible and list all brands if not your own label/design. Include other brochures or pages as needed. All items are subject to be reviewed and you may not be approved for certain items. Examples:
Jewelry - gold, silver, precious stones, fashion, etc.
Hats - straw, cowboy/oil skin, baseball, high-end
Leather Goods - purses, gloves, boots, etc.
Women’s Apparel
Accessories - belts, scarves, hair accessories, etc.
Men’s Apparel
Shoes / Boots Artwork
1. 2. 3. 4. 5. 6. 7. 8. 9.
10.
SHIPMENTS / PACKAGES
VENDOR CREDENTIALS & PARKING
Please refrain from sending shipments to the showgrounds prior to August 24th. We do not have a storage area. Any boxes arriving early will be left in your booth space unattended. For packages being sent out after the show, please arrange to have labels and forms prepared ahead of time. Vendors must schedule their own pick-up of packages. Remember, Monday, September 3rd is Labor Day. UPS and Fedex will stop at the receiving tent for pick-ups.
In your vendor packet you will receive two vendor passes for early entry (8:00 am) to your booth and to stay after hours (between 5-6 pm). There is no charge for parking. Two hangtag parking passes for you and your staff as well as three additional carload week passes will be in your vendor packet.
SIGNAGE / SELF PROMOTION
In the event of bad weather, the competition will go on unless there is lightening or extreme conditions. Vendors are expected to stay open as long as the competition goes on. No refunds will be provided due to inclement weather or other occurrences beyond the control of the Hampton Classic. Tents are weather resistant. Please bring necessary coverings for your merchandise.
A 4’x1’ sign with your company name will be provided and hung from the tent eaves. Each vendor will be listed in the 2018 Official Show Program and on www.hamptonclassic.com. Please refrain from displaying signs or leaving brochures or other sales materials around the grounds, including but not limited to the VIP Tents, show office, in-gates and office bulletin boards without permission. Items found will be discarded. Any signage or merchandise that is displayed outside your booth or in the garden area must be approved beforehand and may be subject to additional fees. Paperwork outlining this policy will be included upon acceptance. Please contact us with advertising and sponsorship inquiries.
WEATHER PROCEDURES
2018 Hampton Classic Boutique Garden & Stable Row Vendor Information
WI-FI Wireless access is available as a courtesy only and should NOT be relied upon for credit card transactions. Service may be interrupted during high traffic periods. If you plan on using the internet for credit card transactions, you should secure your own wireless card and account. Please make sure all firewall software is up to date.
SMOKING Smoking is prohibited by law under any tented area. Please make sure you, your staff, and your customers do not smoke in your booth.
SOCIAL MEDIA You may promote your presence at the show on our Facebook page, however, we require prior approval of the post. With more than 200 sponsors and vendors, we want to ensure our fanbase is not overwhelmed with sales messages. Inform us about your facebook page and the Hampton Classic will be sure to “like” it as well. You are also able to tag us through our other platforms, such as instagram, snapchat, or twitter - @hamptonclassic.
STAKING Please refrain from staking any signs / racks etc. into the ground in the Boutique Garden or on Stable Row due to electric, phone and water lines running beneath the grounds.
Example of a Boutique Garden booth
TABLE RENTALS 6’ and 8’ rectangular tables are available for rent (see application form). If you rent tables from us, a crew member will bring your table(s) after you have checked in. On set-up days (Friday or Saturday), please check in with our vendor coordinator who will radio to have your tables brought over at that time. We do not rent chairs. Please do not take tables and/or chairs from other areas. Additional fees will apply for tables ordered after August 1st.
Example of a Stable Row booth with flooring
August 26 - September 2
BOOTH APPEARANCE
FINDING A PLACE TO STAY
We encourage vendors to make their space as attractive and inviting as possible. All furniture, display cases, seating, wall coverings or decorative elements are the responsibility of the vendor. Please arrange your floor plan for the actual size of your booth. Do not plan to extend past the footprint of your booth by bringing extra shelving, racks, signage etc. Be respectful of your neighbors’ space.
Finding accommodations close to the showgrounds can be challenging as the summer approaches. We have an accommodations section on our website, www.hamptonclassic.com, where local homeowners and inn keepers advertise their rentals for the season. The nearest “chain” hotel is in Riverhead, approximately 40-50 minutes away.
Display of product outside of your booth may be acceptable upon prior approval by the Hampton Classic.
BOOTH SIZES Since actual measurements of the tents are metric, booth sizes are approximate. The Hampton Classic rents the tents each year. Tent heights are subject to change. Please do not design any installations taller than 7’. Boutique Garden: Booth sizes start at 12’ x 12’ in the Boutique Garden. Booths in the Boutique Garden can be increased in width by 4’ increments. All tents in the Boutique Garden are 20’ deep - 12’ utilized for booth space and 8’ for a walkway for customers to visit each booth protected from the elements. Divider walls are created with 6’-9’ slatted wood. Stable Row: Booth sizes are 15’ wide x 15’ deep. Since these tents are different, they can only be rented as a single or a double booth of 30’ wide x 15’ deep. Divider walls are created with 6’ stockade fencing.
CANCELLATION POLICY Upon acceptance, vendors will have until June 1st to decline the booth space. Cancellations between June 2 - June 30 will result in forfeiture of the 50% deposit. Cancellations after July 1, will result in the vendor being responsible for the entire booth fee. Late cancellations could also impact future acceptance.
DOGS No dogs are allowed in the Boutique Garden, including booths, at any time. Please refrain from bringing your pet(s) while working at the Hampton Classic. This includes set-up and breakdown days.
ELECTRIC / LIGHTING / PHONE Rental fees for tented booths include booth enclosures formed on three sides, a 20 amp outlet, and a phone jack and basic telephone for local calls (if you choose to book a phone line - additional fees apply for phones booked after 8/1). The vendors tents have a string of bulbs running from end to end. Additional lighting may be brought in if electric allows.
FLOORING Plywood flooring can be rented at an additional charge (selected on the application form). If you do not choose to rent flooring, the booth floor is grass. Requests for flooring must be made in advance. Prices will double on flooring orders placed after August 1st. Requests for flooring on or after August 17th, will be three times the original fee.
HOURS OF OPERATION The rental of booth space is for 8 days. Booths are to be manned every day of the show (including Monday, 8/27). Tents are made up of shared space. If your booth is not manned, your merchandise is unattended and open to the public.
REPRESENTING THE HAMPTON CLASSIC Vendors must represent the Hampton Classic in a courteous and professional manner. Orders taken at the show resulting in future shipments to customers must be fulfilled. Communication by customers after the show by phone and/or email should be responded to in a reasonable timeframe. If the Hampton Classic receives complaints about a vendor, it may result in a denial of the vendor application in subsequent years.
SECURITY ISSUES Our security officers are here to protect you and your merchandise. To assist their efforts, please refrain from being in your booth after hours on set-up days and on show days. Please note that the security officers are an outside entity and should not be asked for assistance regarding your booth or the logistics of the horse show. Designated staff will be available for those matters. Also, please do not take items from the showgrounds (property of the Hampton Classic) or enter any other vendor booths or food concession areas after hours.
SERVING OF FOOD & BEVERAGES
Business hours on Opening Day Sunday, Tuesday through Grand Prix Sunday are from 9 a.m. until 5 p.m. and Monday’s hours are 10 a.m. - 4 p.m. You are allowed entrance to your booth beginning at 8 a.m. each day. No one will be allowed in the shopping areas after 6 p.m. 24 hr. security begins on Friday 8/24 at 4:00 p.m.
According to Suffolk County Department of Health, serving of food or beverages in open containers is not allowed without a permit. Any catering must be arranged through our official caterer, Robbins Wolfe Eventeurs. No alcohol may be brought onto the grounds by anyone other than Robbins Wolfe Eventeurs. In addition, no food or beverage may be provided, if they are in conflict with an exclusive sponsorship agreement. Contact us with any questions.
MANDATORY PAPERWORK
SETUP AND BREAKDOWN
All vendors are required to provide the following paperwork (accepted vendors will be advised of deadlines): - a certificate of authority to collect NYS Sales Tax - a certificate of insurance showing a minimum combined general aggregate liability limit of one million dollars naming Hampton Classic Horse Show, Inc. as specifically designated “additional insured." You will not be allowed to set-up without proper insurance on file. - Worker's Compensation & Employer's Liability to cover any employees working in your booth.
NO VEHICLES are allowed in the Boutique Garden at any time. Booth setup is on Friday, August 24th & Saturday, August 25th from 8:00 a.m. 7:00 p.m. Please bring your own tools, brooms, hand trucks, decor, table covers, folding chairs, etc. You will have the opportunity to unload any merchandise by pulling up behind the tents (where available) around 8 a.m. each morning. Please then park your vehicles in the farthest point of the parking area as soon as possible as the show will have started and spectators are arriving. Tent breakdown begins at approximately 5:00 pm on Sunday, September 2nd. All items must be removed from your booth area by 12:00 noon on Monday, September 3rd. (see Shipments/Packages)
- After hours and on-site (during the show) contact information
SHARING / SUBLETTING / TRUNK SHOWS
PAINTING
While sharing is permissible, each vendor must fill out their own application. The committee will then take each vendor into consideration. Sharing or subletting booth space or conducting a trunk show without permission is prohibited and could result in a denial of vendor privileges in subsequent years.
You may not paint the walls or plywood flooring provided by the show. Coverings may be stapled, nailed or screwed to walls.
SHIPMENTS / PACKAGES
VENDOR CREDENTIALS & PARKING
Please refrain from sending shipments to the showgrounds prior to August 24th. We do not have a storage area. Any boxes arriving early will be left in your booth space unattended. For packages being sent out after the show, please arrange to have labels and forms prepared ahead of time. Vendors must schedule their own pick-up of packages. Remember, Monday, September 3rd is Labor Day. UPS and Fedex will stop at the receiving tent for pick-ups.
In your vendor packet you will receive two vendor passes for early entry (8:00 am) to your booth and to stay after hours (between 5-6 pm). There is no charge for parking. Two hangtag parking passes for you and your staff as well as three additional carload week passes will be in your vendor packet.
SIGNAGE / SELF PROMOTION
In the event of bad weather, the competition will go on unless there is lightening or extreme conditions. Vendors are expected to stay open as long as the competition goes on. No refunds will be provided due to inclement weather or other occurrences beyond the control of the Hampton Classic. Tents are weather resistant. Please bring necessary coverings for your merchandise.
A 4’x1’ sign with your company name will be provided and hung from the tent eaves. Each vendor will be listed in the 2018 Official Show Program and on www.hamptonclassic.com. Please refrain from displaying signs or leaving brochures or other sales materials around the grounds, including but not limited to the VIP Tents, show office, in-gates and office bulletin boards without permission. Items found will be discarded. Any signage or merchandise that is displayed outside your booth or in the garden area must be approved beforehand and may be subject to additional fees. Paperwork outlining this policy will be included upon acceptance. Please contact us with advertising and sponsorship inquiries.
WEATHER PROCEDURES
2018 Hampton Classic Boutique Garden & Stable Row Vendor Information
WI-FI Wireless access is available as a courtesy only and should NOT be relied upon for credit card transactions. Service may be interrupted during high traffic periods. If you plan on using the internet for credit card transactions, you should secure your own wireless card and account. Please make sure all firewall software is up to date.
SMOKING Smoking is prohibited by law under any tented area. Please make sure you, your staff, and your customers do not smoke in your booth.
SOCIAL MEDIA You may promote your presence at the show on our Facebook page, however, we require prior approval of the post. With more than 200 sponsors and vendors, we want to ensure our fanbase is not overwhelmed with sales messages. Inform us about your facebook page and the Hampton Classic will be sure to “like” it as well. You are also able to tag us through our other platforms, such as instagram, snapchat, or twitter - @hamptonclassic.
STAKING Please refrain from staking any signs / racks etc. into the ground in the Boutique Garden or on Stable Row due to electric, phone and water lines running beneath the grounds.
Example of a Boutique Garden booth
TABLE RENTALS 6’ and 8’ rectangular tables are available for rent (see application form). If you rent tables from us, a crew member will bring your table(s) after you have checked in. On set-up days (Friday or Saturday), please check in with our vendor coordinator who will radio to have your tables brought over at that time. We do not rent chairs. Please do not take tables and/or chairs from other areas. Additional fees will apply for tables ordered after August 1st.
Example of a Stable Row booth with flooring
August 26 - September 2
