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VENDOR SETUP FAQ’S VERMONT

 

The OM Festival

THE OM FESTIVAL SETUP AND BREAKDOWN FAQ’S


When do we get a vendor map?

Vendor Maps will be sent out before the festival (about one week) with your zone at the festival and Vendor Welcome Packet.  Since our festivals are outside (We deal with Mother Nature i.e. it might rain and it is all muddy, or there are ants all over a certain area ) we might need to move folks around a bit to make things flow and operations work. Thus, we usually don’t identify “exactly” where you will be at the show in case we need to make last minute changes at the venue.  Thus, we put vendors in Zones based on the package they purchased.  VIP and Premiere Booth spaces are the exception and is one way to guarantee your prime spot at the festival. Once you arrive one of our team members will show you where to set up in your zone.

What time can we set up?  

Vendors can start setting up on Wednesday, July 26th. Festival gates open at 6 PM for all attendees. We highly encourage all vendors to arrive early and setup on Wed before the majority of attendees arrive. Special event for vendors/volunteers on Wed.

Thursday, July 27th Vendor Setup.

What are the arrival procedures?

All Vendors will be assigned an arrival time, unloading location, and tent location. Please DO NOT be late for your assigned arrival time. You will be emailed these details before the event along with our Operations Director’s cell phone.  About one week before the event.

Where do we unload?

A designated unloading location will be assigned and vendor MUST adhere to their unloading specific location.

How do I know where my booth will be located?

Depending upon your booth package purchased your booth location assignment will be assigned on a first come, first serve location in the zone that corresponds with your booth package.   Sponsors and VIP Premiere Booths receive top priority for prime locations.

What time do we have to be setup by?

All vendors must have their setup complete by 9:00 A.M. on Thursday, July 27th Vendor Village and classes start at 10:00 AM on Thursday, July 27th.

How should I decorate my booth?

Vendor space and tent setup should be creative and aesthetically pleasing. We support individuality and want your light to shine. This will contribute to all attendees’ festival experience. 

Do I need to weight my tent down?

Yes, if you are setting up your own tent it must be weighted down.  Previous vendors have brought five gallon pails with rocks, cement. Others have brought concrete slabs, others bring big rocks, SCUBA weights or sandbags.   

Can your team help me set up my booth?

No, please plan on bringing people with you to help with setup and breakdown of your tent, tables and chairs. We have a very small team and can not setup your booth. Plan on bringing helpers for setup and breakdown as our team is just too small to help all vendors setup their equipment and tents.

What happens if I leave trash behind?

Do not leave anything behind. If you leave trash in your booth space you will be fined an additional $250. Take all garbage to dumpster on site or take it home with you.   Leave no trace.

What should I bring to setup my booth?

We recommend wearing comfortable shoes. Bring tape, clips, safety pins, duct tape, electric tape, rocks, weights, extra clips, a pair of scissors, chairs, tables, tablecloths, sunglasses, lots of water/juice and sunscreen.  Don’t forget your cash box, mailing list, pens, phone charger, paper etc…  Please remember that this is outside and it is windy. It is usually very windy. Please bring extra rocks and weighted items to help your booth items not fly away.

What comes with my booth?

Our booths do NOT include tents, tables or chairs.  Many of our vendors have their own branded tents and want to bring them.  You must bring your tent, tables and chairs with you.   

What if I need electric?

If you need electric, please be sure to bring your own extension cord and duct tape/electricians tape to tape down that cords.  Your extension cord needs to measure at least 25 ft and our team will get you set up.  Please note, we can not guarantee electric at your preferred spot.  Please discuss in advance.

Where do I park?

After you unload, you will need to park in a nearby parking lot. Please do not park in in areas blocking access. If you park in an illegal zone you might be towed at your own expense.  We are not responsible for damage/theft to your vehicle.  We are asking all vendors to put their phone numbers on their dashboard in case we need to contact you and have you move your car/van.

What are the hours of Vendor Village and Artists Alley?

Vendor Village runs from 10 AM – 4 PM each day.  Vendors can NOT break down until 4 P.M. on Sunday, July 20th. NO EXCEPTIONS. DO NOT LEAVE ANY GARBAGE OR TRASH BEHIND OR YOU WILL BE FINED!    Attendees will be arriving for their classes starting at 10 AM each day.

What are your policies for breaking down?

You can not break down until 4 PM. We are a green company, please take out what you take in and help keep the West Mountain Inn and grounds clean.
Our small team of volunteers and Sam will be out there at the end of the event picking up. Please take your garbage to the dumpsters on site or take it home with you. Do not leave it where your booth was located. We are just as tired after you after this festival and we don’t want to be hauling away your boxes and garbage.

Please pick up all trash in your area. Do not leave any samples, products, boxes or any kind of trash behind. You will be FINED $250 by Yoga Fun Day (Your credit card on file will be charged $250) and you will be blacklisted for future events if you leave a mess.

Loading up  must be done quickly.  Be mindful of other vendors, children and festival goers.  Do not block the pathway with your car, drive slow as it is dark outside, look out for children and festival goers. Please use the same loading space as your assigned unloading procedures.

Do I need a vendor permit from the Arlington, Vermont?

No, we pay for your vendor permits for  so you don’t have to worry about registering with the city and getting a tax business license. NOTE, food trucks must follow the State of Vermont policies though and obtain a food truck vendor license and be inspected by health dept. We do not pay for food truck vendor fees with the town as it is a different process. 

What are the costs to be a vendor at Yoga Fun Day?

Vendor prices are listed online. We have early bird rates, regular rates and last minute get me in to the event rates.  Please sign up early for the best deal! Sorry, we do NOT allow you to share with other vendors or friends.

Does your booth package come with a tent?

No, our booth packages DO NOT INCLUDE A TENT.  DO NOT INCLUDE TABLES.  DO NOT INCLUDE CHAIRS and DO NOT INCLUDE ELECTRIC.  Be prepared to bring your own equipment and team to setup your tents, tables and chairs.   

Tables, chairs, tents and electric are NOT included but you can reach out to a local tent/events company and order this equipment. We recommend signing up in advance as they companies get booked out way in advance. 

Booth prices go up as we get closer to the event.  Sign up early to guarantee your spot. Last year we sold out and turned away a lot of vendors.

How do I sign up my staff?

If you are bringing people who will be staying at the festival they must purchase a General Admission ticket. All staff must have a ticket and or leave at night and will not be able to attend any events/classes outside of being a vendor. Some vendor booths come with two tickets.

How many free tickets do I get to the event?

Sorry we are not giving away any FREE tickets. You will get a ticket discount code that you can use to promote the festival.  If you need assistance with your ticket codes please contact ramona@yogafunday.com 

How do we redeem our tickets?

Yoga Fun Day strives to be a green company and do our part to save the environment for future generations. Thus, our tickets are all digital and online. We do NOT have paper tickets.  You will get a vendor wristband to wear at the festival identifying you as a vendor. Once you are signed up as a vendor we will send you an email on how to redeem your personal ticket and team staff tickets for Yoga Fun Day. Each person attending we will need their first name, last name and email address in order to create them an online digital ticket and must be signed up one week in advance.  If you don’t sign people up in advance the tickets all expire and can not be used. Sorry no exceptions.  If you need assistance redeeming your tickets or entering in ticket codes please contact ramona@yogafunday.com 

How is the event promoted?

Including but not limited to the following: social marketing including (Facebook & Instagram), PR firm, and digital marketing campaigns per city.  We have over 14,000 followers online, national press, gorilla marketing, local magazines, radio and print marketing.

Can we give out food or drink samples of our products?

Yes.  If your a food vendor you might need additional insurance and a special permit  and follow the Health Department standards and guidelines before giving away food or drink samples.  Additional fees and or permits may be required.  No alcohol allowed to be served at this event.  

Vendors are expected to attend the entire duration of the event. If there are health reasons or an emergency preventing you from attending, please contact Ramona at ramona@yogafunday.com as soon as possible. A vendor that is a no show/no call is not acceptable, as an absence will disrupt the planned layout and appearance of the event.  Sorry no refunds.

We encourage you to have samples, participate in the social media drawings per hour and interact with our attendees. We strongly encourage you to donate something to the VIP goodie bag to represent your brand for these attendees. Please coordinate in advance.

Do we need to carry liability insurance?

Each person working the tent/booth for vendors is required to sign the Indemnification and Waiver of Liability Agreement that is found on our website before the event. You must sign them up in advance, they must be wearing a vendor wristband to work at the event.

How do I know if I am signed up? Why am I not on your website?

All vendors must fill out all of the paperwork and submit payment in FULL to be included at The OM Festival. We cannot guarantee a space if you do not sign the contract and or fill out your credit card authorization form.  We must have final before the event. We will supply a vendor site location map as we get closer to the event. Location placement will be assigned by the Yoga Fun Day Sales Team and based on your package that you purchase.  First come, first serve basis for the event location vendor booth/tent zones.  

Is there WiFi?

Yes there is FREE WIFI at the Inn. However, we always tell our vendors to plan for the worst as it might only work inside the inn. Do not plan on wifi working.  Please plan accordingly. Plan for a backup in case your credit card machine doesn’t work or smart phone has no connection. Although, the cell phone towers are ok we have found that Verizon phones work best in this area of Vermont.  TMobile and ATT do not work very well at all.

What if we need additional equipment?

We recommend knowing where the nearest Home Depot, Walmart is located and coordinating in advance how you will get there and transport back your extra equipment. We do not have extra equipment to loan out. Please bring everything you need for the festival.  

Can I ship my product or booth to The Village at Gulfstream?

No, sorry they can not accept or store your packages, booths or products.  Please make prior arrangements for load in and load out.

What if I have to cancel my booth? Do you offer refunds?

No Prices are non-refundable. No exceptions. No refunds.  In the event of postponing the event there are NO REFUNDS. We will roll over your booth and honor your price for the next event.  Absolutely no refunds.  

What if I have to leave early?

Vendors are not allowed to break down before 4 PM on Sunday, July 30th.   Vendors can not leave early even if you have sold out of your items. Please plan accordingly and have someone to cover your booth if you personally have to leave.  Please find Sam or Al if you have an emergency at the festival or our Director of Operations.