Vendor Rules

Vendor Rules 2014 - Questions Contact: spf25orlando@gmail.com


Setup date: Thursday, August, 28, 2014. Hour for Setup: 8:00am.

Tear down date: Sunday, August 31, 2014. Hour for complete removal from Hotel: 6:00pm.

Vendor Application & Tables:


· Only registered convention attendees are allowed to be a vendor.

· The Vendor will receive one six foot table unless they paid for an additional table space

· Please email the Convention Planning Team if you need access to an electrical outlet.

· Vendor fees are non-refundable and the tables are not transferable.

· No one is to be behind a table without the proper vendor credentials.

Items for Sale:

· Vendors may only sell sweeps related items.

· They may include envelopes, postcards, envelope decorating items, supply cases, papers, cards, writing instruments, and any other sweepstakes related items which have been pre-approved by the Convention Planning Team.

· Each vendor will be required to have product available for sale – If your product is not sweeping related please email the Convention planning committee.

· Vendors must have their items on location to sell. Vendors offering displayed merchandise that must be ordered will not be allowed.

· All vendors are required to use a minimum of three-quarters (3/4) of their table space to sell their approved merchandise.

· No vendor will be allowed to have raffles only.

· Vendors must bring enough merchandise with expectation to sell throughout the convention. Vendors who sell out of their merchandise prior to Saturday morning will not be allowed to continue selling raffle tickets.

· If any vendor continues to violate these policies after being asked to correct the problem, the vendor will be asked to clear their tables and their vendor status will be revoked.

  • Unlicensed logos – ie: Disney, Universal, Harry Potter will not be allowed. This includes selling any envelopes or postcards where the vendor has photocopied or printed any unlicensed logos.

  • Reminder: a minimum of three-quarters (3/4) of the table space is for approved merchandise


· NO VENDOR SHALL DISCOUNT Merchandise before Sunday Morning!


Table Covers & Signage:

· The hotel will provide tablecloths.

· Signs may be hung on the front of tables. Signs that have their own stands or sit on easels are allowed, as long as they do not impede other vendors or disrupt the flow of traffic an no blocking any doors into or out of the Vendor Room. Vendors will need to provide their own table easels.

· Absolutely no tacks or tape on the convention room walls.


Vendor Sponsored Raffles:


· Vendors may have only three raffle containers with a total maximum of six prizes awarded.

· All items contained in a prize package (i.e. bags, baskets, bundles) must be listed on the package so that anyone entering will know the complete prize. Any raffle that has multiple prizes needs to be listed at the table in plain site (i.e. Grand Prize is X, 1st Prize is Y, 2nd Prize is Z and so on).

· Any other type of drawings must be pre-approved by the Convention Planning Team. Drawings not approved will not be allowed.

· All raffle tickets or paper entries must have the name of the person entering on it. – NOTE The Convention will be providing 160 labels for ALL Raffles – Once the person goes beyond that # they will have to handwrite or use their own label.

· Vendors may purchase raffle tickets from other vendors, using CASH , as other non vendor customers but may not "trade/ swap" tickets.

· All raffle buckets will be collected when the vendor room closes Saturday afternoon and the winners WILL BE DRAWN BY A MEMBER OF THE Convention Planning Committee during the cocktail hour of the banquet.


Vendor Room:


· The vendor room will be closed and locked except during vendor sessions and during designated setup and teardown times. Be sure to take any items that you may need with you when you leave (i.e. purses, supplies, money, food, etc.).

· All vendors are asked to keep their area clear of all trash at the end of each vendor session.

· An announcement will be made approximately 15 minutes before the end of each vendor session. Rooms will be locked no later than 5 minutes past the end of the scheduled vendor session time.


Theft:

· We are all part of a sweepstaking family yet, with any large group of people you will want to use common sense and caution with your merchandise.

Vendor Advertisements:


· All approved vendors will be listed on the vendor page. You may include a link to your webpage and/or a brief description of your products.

· Vendors will not be allowed to place loose flyers in convention bags or on tables in session rooms.

· Vendors will have the opportunity to submit pages for the convention booklet NO LATER THAN JULY 1, 2014.


Shipping of Vendor Merchandise:


· All boxes/packages sent to the hotel need to be clearly marked with the following information:

Rosen Shingle Creek

National Sweepstakes Convention/August 27 – 31, 2014

Hold for: : Mr. Joe Guest

Arrival Date: 8/27/2014

Attn: Convention Services Manager Jason Howie

9939 Universal Boulevard

Orlando, FL 32819

· Charges for all incoming materials will be assessed to the vendor and charged at a rate $0.70 per pound. Pallets will be charged at the same rate with a maximum charge weight of 400 pounds for each pallet received. Storage for boxes received more than 5 days prior to the group’s (or recipient’s) arrival, an additional charge of $5 per box per day, and $50 per pallet per day will be incurred. For shipping out, pre labeled packages will be charged at a rate of $10 per box, $15 per plastic container and $100 per pallet. Transporting of packages is available to Rosen Shingle Creek Convention/Conference attendees are managed on-site. Services include transporting inbound shipments sent to or outbound shipments sent from Rosen Shingle Creek.

· A package room is available for receipt, holding, and delivery of small packages to guests in rooms and meeting spaces. The package room may not be used as storage, nor will it be available to store exhibits or large crates in effort to avoid the group’s drayage company. It is requested that packages arrive at the Hotel no earlier than five (5) days prior to the date required. No freight will be accepted after 5:00 PM.

· We cannot accept C.O.D. shipments.

· If multiple boxes are expected in a shipment, please label consecutively. This will determine if the entire shipment is received. For example, if 4 boxes are being shipped, label each box as: 1 of 4, 2 of 4, 3 of 4 and 4 of 4.
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